Events Assistant Membership Organisation Didcot - Hybrid £23,000-£25,000
The role:
To provide support to the events team, acting as the first point of contact for all enquiries and coordinating all event bookings to ensure a smooth and professional outcome for delegates, sponsors, speakers and stakeholders.Role
Responsibilities:
- Acting as the first point of contact for all events enquiries, ensuring all correspondence is managed effectively, professionally and in a timely manner.
- Processing all event bookings, ensuring delegate information is complete and accurate.
- Processing invoices and credit notes, scan and file booking forms (adhering to GDPR guidelines) and sending written confirmation.
- Ensuring all event information is kept up to date and that all activity for each event is recorded on the relevant database.
- Assisting with sponsor liaison before the event ensuring the package that has been sold has been fulfilled.
- Assisting with event preparations including the production of badges, event documentation (which may be done by mail merge) and gathering of literature and organising all materials to go to the event.
- Assisting with office administrative tasks for the events team.
- Liaising with appropriate suppliers to obtain quotes and turnaround times.
- Assisting with post-event follow up including processing feedback forms and reorganising materials and literature upon return from an event.
- Attending events as required, including event setup and breakdown and meeting, greeting and registering delegates.
- Following organisational process and procedures to ensure member expectations and agreed service level agreements are met.
- Managing and protecting member and customer information.
Person Specification:
- The ability to work as part of a team, support colleagues and promote excellent team spirit.
- Effective and accurate written, verbal and electronic communication skills. Strong administrative, organisational and time management skills.
- An eye for detail with the ability to multi-task, work well under pressure and within a small team.
- Excellent IT literacy, with demonstrable knowledge of Outlook, Word, Excel, Mail Merge.
- Educated to GCSE standard or equivalent.
- Prepared to travel for external meetings/events, which may involve overnight stays (approx. 4 times a year), with a willingness to be flexible on hours if necessary.
- Experience of working in an office environment.
- Drive and commitment to make things happen.
- Positive attitude and problem-solving approach.
- Strong customer focus.
- Able to effectively engage and build relationships.
- Collaborative team player with the confidence to work independently.
- Self-motivated and able to work under own initiative.
- Flexibility in handling various responsibilities and attending events/meetings.
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