Events Executive

1 week ago

Stirling, United Kingdom University of Stirling Full time

**Post Details**
Full time
Open ended

Interviews are expected to take place on Wednesday 28 February 2024.

**The Post**
The main purpose of this role is to assist with the planning, delivery, coordination, and promotion of the University’s annual programme of flagship events and the Be Connected event programme. The role holder will also have responsibility for the organisation and delivery of smaller-scale events from time to time.

The postholder will work closely with colleagues from the wider University community including Communications, Recruitment and Marketing, Careers, Sport, Student Support Services, Accommodation Services, Information Services and Estates and Campus Services.

The postholder will report to the Head of Events but work closely with the Senior Events Executive and Student Life and Engagement Coordinator.

**Description of Duties**
- To assist the Head of Events with the project management of major events, ensuring smooth and efficient running. This includes graduation ceremonies, student recruitment events and induction for new students - prestigious events in the University calendar
- To assist the Student Life and Engagement Coordinator with the Be Connected programme during peak periods
- To create online digital event registration and ticketing on platforms such as Eventbrite and the University shop
- Support the event team with the marketing and promotion of events across multiple channels eg. social media, newsletters, university portal and hardcopy print
- Utilise Terminal 4 (content management system) to add events to the University website
- Source suppliers for the Event Team and ensure the best value for money
- To work with the PT Events Administrator to raise purchase orders and process finance requests for the events team
- To provide event administration support to the Head of Events, Senior Events Executive and Student Life and Engagement Co-ordinator
- To update event procedure manuals and keep an accurate record of event materials and equipment
- To work alongside student ambassadors to prepare and deliver major events
- To work with the event administrator to manage the event team mailboxes, answering queries
- To create and project manage innovative smaller events from conception to completion
- Adopt a flexible approach to work and be prepared for a requirement to work out of hours in line with the event programme
- Participate in the general activities of the events team as required and specified by the Head of Events, and Executive Director of Commercial Services

Additional Information / Special Conditions
- Ability and willingness to work long and irregular hours (including evenings and weekends) as required
- Limited availability to take holidays during June, March and September
- Full UK driving licence

**Essential Criteria**

**Qualifications**:

- Educated to degree level or where no formal qualification is held equivalent then relevant experience is required

Knowledge & Experience
- Experience of working on events or a similar customer service role
- Experience of prioritising workload, making decisions, working to deadlines and working unsupervised
- Demonstrable ability to co-ordinate events and manage small projects independently
- Experience of working within a team and independently

Skills & Attributes
- Excellent oral communication skills and the ability to engage effectively with a wide range of customers, partners and stakeholders
- Excellent written communication skills and ability to summarise concisely for the web and social media
- Excellent planning and organisational skills with the ability to prioritise workload
- Proven attention to detail with a systematic, methodical approach to work
- Be a highly-motivated, creative and flexible individual
- Ability to work under pressure and prioritise multiple tasks
- Well-developed IT skills
- Proactive, can do approach
- Ability to use own initiative
- Be a collaborative team member and supportive colleague

**Desirable Criteria**
- Knowledge of the principals of Event or Project Management
- Experience of working in a Higher Education setting delivering events of any level
- Experience of using Terminalfour or web content management systems

**About Us**
The University of Stirling events team, sits within the Commercial Services directorate and delivers high-profile corporate and ceremonial events that support key University strategies - internationalisation, student experience, student recruitment and alumni engagement. The events team are responsible for the planning, management, coordination, promotion, delivery and evaluation of the University’s annual programme of events. Our corporate and ceremonial events portfolio is a crucial part of the University’s reputation management, both internally and externally, and each event must be managed in a manner that ensures that the objectives are met, and that the University is positively and professionally represented at all times.

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