Events Administrator

3 weeks ago

St Andrews Fife, United Kingdom The R&A Full time

Job Title: Events Administrator

Department: Professional Championships

Reporting To: Manager - Championships

Direct Reports: 0

Version: V1 11.03.24

Job Purpose

To provide efficient general administrative support to the Championships Department and its external stakeholders to ensure that processes and workflows run effectively and to time parameters, supporting the successful staging of the professional championships.

Key Accountabilities

  • Support the Director and Managers – Championships, to deliver elements of The R&A’s Professional Championships from an administrative perspective.
  • Arrange travel itineraries for colleagues and external parties as required, keeping within pre-set budgets and escalating any potential overspend to the finance team for approval.
  • Liaise and work together with event host Local Authorities regarding the efficient organisation, structure and meeting schedules of multi-agency groups.
  • Service and administer meetings for the Tabletop Exercise Working Group and on behalf of the Chief Medical Officer, compiling and distributing invites/agendas/minutes in a timely manner and compiling presentations/planning documents as required.
  • Support the application and accreditation process for relevant volunteers at The Open, assisting in the gathering, recording and storing of information in the Online Portal, liaising with the internal accreditation team as required.
  • Plan and prepare communications and briefing items for various volunteer and staff groups and liaise with appointed suppliers on the design and template of these documents.
  • Arrange sign-off for departmental invoices, in line with R&A Finance procedures, ensuring prompt payment to suppliers is achieved.
  • Support the planning and delivery of various Championship meetings by arranging venues to ensure all logistical aspects of the meetings run smoothly.
  • Support the Championships key targets in making The Open more accessible to all, by being part of the accessibility working group across The Open and AIG Women’s Open.
  • Plan and prepare documentation for the Open Qualifying team during the planning months.

Resource

  • Tracking of pre-determined budget line/s.

Expertise

  • Proficient knowledge of Microsoft Office, including Word, Excel, Outlook and PowerPoint.
  • Experience working with internal and external stakeholders.
  • Scottish National 5 qualifications in English and Maths, or equivalent.

This job description is written as an indication of the nature and scope of duties and responsibilities. It is not intended as a fully descriptive or definitive list and jobholders will be expected to carry out other duties assigned which are appropriate to the position.

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