SERVICES
Job Description For Event
Administrator
 
Terms, Conditions and Benefits
Job Title:
Event Administrator
Salary:
To be discussed - dependant on experience.
Location:
Head Office, 12 Hercules Way, Aeropark, Farnborough, Hants. GU14 6UU.
Hours:
Between 15 - 25 hours per week – Days worked, start & finish timings to be agreed. This is a part time post with the possibility of a full time post at a later date.
Holidays:
Will be dependant on days worked. This will be in line with UK statutory holiday enititlement days, not including bank holidays. There is a compulsory closure of the office over the Christmas period which will be taken from your holiday allowance.
Probation period:
3 months
Notice period:
I month
Reporting to:
Company Director
 
Personal Attributes
Essential:
  • 1. Strong time management; you will need to have the organisational strength and ability to meet deadlines.
  • 2. Excellent oral and written communication skills
  • 3. Accuracy and attention to detail
  • 4. Ability to work in a small busy team
  • 5. A positive and flexible approach
 
SKILLS & EXPERIENCE
Essential:
  • 1. Excellent IT skills including Microsoft Office applications, email and use of the web
  • 2. Office and administrative skills
  • 3. Excellent communication and interpersonal skills
  • 4. Demonstrated ability to work in a deadline oriented environment
  • 5. Proven ability to multi-task and prioritize multiple tasks in order to meet deadlines
  • 6. Self-directed and flexible, able to meet changing project deadlines as required
 
Desirable:
  • 1. Experience of working in a small office environment
  • 2. Experience of working within an events, PA, Marketing or similar role.
  • 3. Knowledge of the food & drink industry
  • 4. An understanding of processing invoices and payments.
  • 5. Knowledge of SAGE stock control package.
 
KEY AREAS OF RESPONSIBILITY
Your main responsibilities will be working closely with the Director, Marketing & the external events teams. You will assist with organising and administration of event logistics, scheduling, maintaining the events calendar, managing events and budgets, providing written and statistical reports for clients, booking and briefing event staff, hotel and travel bookings. You will assist in the planning and execution of the marketing event process from beginning to end. This includes researching, sourcing, scheduling and carrying out all responsibilities related to event planning and marketing.
 
This role can be busy, varied. You will require good organisational skills along with the ability to communicate effectively at all levels, as the role will involve networking with existing and future clients.
 
Due to the nature of the role the right candidate must have a flexible approach and be prepared to undertake basic administration, PA duties, answering phones, filing, photocopying, sourcing quotes, supplier liaison etc.
 
SUMMARY OF THE ROLE
  • Event logistics – organising event Managers, liaising with events organisers & event services providers.
  • Recruitment, Selection & Managing Event Staff database.
  • Event Finding, Sourcing & Selection. Liaising with Event & Concert Organisers.
  • Production of Marketing Plans for clients.
  • Client Liaising - first point of contact before & during events for Brand Managers.
  • Production of client reports & statistics post events & roadshows.
  • Event Management Support.
  • Personal Assistant to the Director.
  • Stock control & compiling stock reports.
  • Hotel and travel bookings.
  • Invoicing, staff accounts & chasing payments.
  • Designing POS materials for use at events.
  • Assisting with the despatch of POS and event equipment items.
  • Sourcing stand dressing items within budget.
  • Adhoc office duties.