Events Administrator

**JOB DESCRIPTION**

**Mountain Training Ltd**

**POST DETAILS**

**Job Title**: Events Administrator

**Directly Responsible To**: Events Manager

**Hours of Duty**: 36 hours per week. Working days normally Monday to Friday

on-site, with occasional weekend and evening working to ensure events run smoothly.

**PRIMARY PURPOSE AND SCOPE OF JOB**:
The Events Administrator is responsible for providing administrative support to the events team, ensuring smooth and efficient operations. This role involves managing event-related documentation, PA support, and assisting with the execution of events.

The Events Administrator will work closely with the Events Management, Events Coordinator, Mountain Adventure Fund, and other team members to deliver high-quality events.

**MAIN AREAS OF RESPONSIBILITY**:
**Administrative Support**:

- Maintain organised records of event calendars, documentation, invoices, and attendee lists.
- Prepare and distribute event-related communications, such as agendas, meeting notes, and schedules.
- Handle event-related correspondence, responding to inquiries and providing information as needed.

**Event Support**:

- Support the planning and coordination of events, including meetings, conferences, and special events.
- Assist with venue, booking, and setup arrangements.
- Coordinate logistics for event activities, including transportation, catering, and accommodation.
- Monitor event timelines and ensure all deadlines are met.

**Registration and Attendee Management**:

- Support and manage event registration processes, including setting up online registration forms.
- Compile and maintain accurate attendee lists and contact information.
- Prepare event badges, registration packets, and other materials for attendees.

**Stakeholder Liaison**:

- Communicate to ensure events run smoothly.
- Coordinate with internal and external stakeholders to ensure all event requirements are met.

**Financial Administration**:

- Assist with the preparation and monitoring of event budgets.
- Process invoices, take and track payments, and maintain financial records for events.
- Support the reconciliation of event-related expenses and report on budget status.

**Marketing, Sales and Promotion**:

- Assist with the creation and distribution of event marketing materials, such as flyers, brochures, and digital content.
- Support the collection of event feedback and compile post-event reports.

**On-site Event Support**:

- Provide on-site administrative support during events, including registration, attendee assistance, and logistics coordination.
- Assist with event setup, execution, and teardown activities.
- Address any on-site issues or emergencies promptly and professionally.

**Qualifications**:
**Education**:

- Qualification in Event Management, Hospitality, Business Administration, or relevant experience

**Experience**:

- Minimum of 1-2 years of experience in event administration, personal assistant, or a related administrative role.
- Experience with event planning and coordination is advantageous.

**Skills**:

- **Organisational Skills**: Strong organisational and multitasking abilities.
- **Communication Skills**: Excellent written and verbal communication skills.
- **Attention to Detail**: Keen attention to detail and accuracy in managing event-related documentation.
- **Technical Proficiency**: Proficiency in IT and tools to streamline event planning and execution.
- **Problem-Solving**: Ability to address and resolve issues effectively.

**Time Management**:

- Ability to work under pressure and meet deadlines.

**Other Requirements**:

- Availability to work flexible hours, including evenings and weekends, as needed.

**General responsibilities**:

- Develop the Company’s commitment to equal opportunities and promote non-discriminatory practices in all aspects of work undertaken.
- Remain flexible and adaptable to any additional demand as it is confirmed, and to be available to work different hours including weekends / evenings as required.
- Continually review own performance and development needs in conjunction with your line manager, jointly setting targets for change and continuous improvement to enhance business performance and personal effectiveness. This may include a requirement to undertake additional training and / or personal development.

It must be understood that every employee has a responsibility to ensure that their work complies with all statutory requirements and with financial regulations of the company, and to ensure that all work functions are undertaken in accordance with health and safety legislation, codes of practice and the company’s policies and procedures as specified in the staff handbook.

**Person Specification**

**Essential Criteria**:
**Qualifications**:
**Education**:

- Event Management, Hospitality, Business Administration qualification or relevant experience.

**Experience**:

- Minimum of 1-2 years of experience in event administration or a rel