Event Assistant, United Kingdom

1 month ago

London, United Kingdom URBAN LAND INSTITUTE Full time

***

The Associate, ULI UK will provide administrative support to the ULI U.K. National Council team in helping to grow the organisation’s membership base and deliver member-led activities through the council’s programme of work.

The role is responsible for looking after day-to-day administrative tasks, including preparing and issuing invoices, event registrations, responding to enquiries from ULI members, preparing membership reports, scheduling meetings, and handling data management.

Reporting to the Executive Director, ULI U.K., this position requires proficiency in working with databases, as well as good organisational and communication skills.

**SPECIFIC RESPONSIBILITIES**:
**Event Support**
- Works closely with the council staff team and Executive Committee to deliver events for ULI U.K.
- Responds to member enquiries regarding events.
- Liaises with ULI customer service team regarding event setup and registration.
- Prepares name badges and on-site materials.
- Prepares and mails thank-you letters to speakers and sponsors.
- Monitors income generation of events and processing of invoices when required.
- Travels to and attends events to assist in on-site logistics, including setup, name badges, and on-site registrations.
- Assists with additional event logistics as needed.
- Captures information of all delegates attending, including any non-payments or on-the-day registrations.
- Communicates with event delegates pre
- and post-event.

**General Administration**
- Handles administration of cloud-based filing system.
- Updates ULI UK website.
- Schedules meetings and records minutes.

**Data Management**
- Pulls member data and event information from the ULI database.
- Updates member contact details in ULI database.
- Captures non-member/prospective member contact details for inclusion in ULI database.
- Maintains data lists of ULI U.K. Council Members.
- Creates and updates spreadsheets.

**Invoicing**
- Creates payable invoices and communicates with payees.
- Processes incoming invoices and liaises with vendors.
- Tracks and chases up payments.

In addition, the Associate will be responsible for any other activities that might be required from time to time in running the National Council.

**DELIVERABLES / CRITICAL SUCCESS FACTORS / **KEY PERFORMANCE INDICATORS**:

- ** Finance**: Payment received for payable invoices, clear monitoring system, and communication to ULI U.K. senior staff.
- ** Supporting events**:Corrects name badges, supporting materials, and on-site management. Effective and timely communication with attendees pre
- and post-event.

**KEY RELATIONSHIPS**

Your day-to-day work programme will be set in agreement with the ULI U.K. Executive Director.

**SKILLS**:

- Ability to work in a fast-paced environment, prioritize tasks, and handle multiple tasks concurrently with responsible and thorough follow-up.
- Experience with financial management and budgeting, including invoicing.
- Proficiency in analysing and manipulating data.
- Self-motivated, highly organised, and demonstrating attention to both details and deadlines.
- Database experience—understanding of membership database processes, NetForum preferred.
- Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
- Ability to travel to ULI U.K. events in London and occasionally other locations in the United Kingdom.
- Ability to attend early-morning and evening events required.
- Good combination of creative and analytical skills.
- Good time management and capable of meeting tight deadlines.
- Able to juggle multiple projects.
- Excellent communication skills.
- Initiative to follow up on tasks without prompting
- Excellent attention to detail.

**Additional Preferred Skills**:

- Familiarity with web-based tools, such as content management systems or internet-based tools for updating website content an advantage.
- Active interest in real estate, urban development, and/or land use.

**EXPERIENCE**:
Minimum one-two years’ experience in office management, customer services, and/or administration.
- Demonstrated proficiency/skills in Microsoft Office (Word, Excel, Outlook, and PowerPoint).

**EDUCATION**:

- University degree or equivalent work experience.

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