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Events Assistant

1 month ago

Bristol, United Kingdom osullivan.works Full time
Job Description

Okay then, I’ve been producing, mostly entertainment based, live shows for 25 years. After the mess of Covid I now have two main strands of shows, one is around the climate focussed Act_1.5 project, more here - and the second is through Space Rocks, run in partnership with the European Space Agency (ESA) -

Most of the shows are run in collaboration with local partners and I could pretty much do all the work I’ve been tasked with but with two new ones coming, both right in the weeds of the others I now need an Event Assistant, someone to hoover up the admin as I act variously as Producer, Production Manager and even Event Manager.

Each event would entail slightly different responsibilities but overall the work would be:

· Overseeing a comprehensive digital folder per event. Compiling and maintaining a series of vital documents like Events Contacts, Production Schedules, Basic Info sheets.

· Scheduling, preparing agendas, taking and issuing summary & To Do notes for & from event mtgs.

· Getting out Purchase Orders, gathering Invoices, updating Budgets.

· Costing & booking all kinds of travel (flights, hotels, ground).

· Issuing a whole host of work sheets, delivery docs, advances & travel confirmations for the event for staff, suppliers & talent.

· Post event gathering invoices, completing petty cash and finalising event paperwork.

And You

..need to be, first and foremost, a naturally & fiercely, organised person. Do not entertain this role unless you know in your deepest heart that good organisation is second nature to you.

..need to be able to multi task as there is a lot of info, spread across multiple events to get your head around. Some people just aren't suited to multi tasking, so check yourself and drop out if it’s not you.

..have to have good computer skills, word, excel, outlook, gmail, etc. And understand clean & logical presentation of work. And finally, to be able to present yourself well, in terms of dress & verbal when required.

The Deal

Days & Money = The work runs from July to end of November, that’s 22 weeks & 110 work days. But I don’t think it needs all that time and I’m thinking anybody with anything about them has other work on during the summer, probably festivals so I am offering x65 days work at £150 a day = £9,750 on a freelance basis, you account to the taxman.

The one days specific note here is regards the days spread, I will need 10-15 days in July-August due to a festival show late August.

The Location & Person.

I’m currently based in London, working out of a barge in Tottenham Hale but I’m moving to Bristol, at some point this Summer, therefore I’d probably prefer if you were based around Bristol.

But…whilst I’m a bit old school in that I like face to face work, I also appreciate the world has changed and I’m not offering a full time job (at the mo), and I haven’t got an office in Bristol (yet), and this work is pretty admin based so, I’m pretty open to remote work. 

If I look at this I’m thinking its for a young bod, low experience, wants to learn but as above is naturally an organised person. Or, it’s for someone older, maybe with kids or responsibilities who really needs to be working from home.

I don’t think I particularly need this person on site at the shows but that’s depends on the person I find, we might agree to have you on site.

I'm on john@osullivan.works if you want to get in touch.

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