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Events Administrator

4 months ago

Dundee, United Kingdom Blue Arrow Full time

Key tasks will include but will not be limited to:

- Be responsible for the organisation of events and conferences, departmental/team away days and promotional and celebratory events.
- Manage the department's events calendar ensuring timely communication of important dates.
- Deliver events, covering all logístical aspects such as staffing, equipment, catering and travel for visitors.
- Support the recruitment and training of staff supporting events depending on the activity's needs.
- Be responsible for, and coordinate, large numbers of people at events.
- Develop proposals and pricing (where applicable) for prospective activities and events
- Ensure events are planned and organised according to requirements, on time and within budget
- Coordinate visitors' tours and meet and greet VIPs at events.
- Develop and maintain good working relationships with both internal and external parties.
- Produce event surveys for event feedback and support future enhancements
- Monitor and update web resources relating to events.
- Take the lead on the organisation of required interviews and be responsible for the successful delivery of in-person and online interviews with a focus on providing a first-class experience.
- Support the timely and accurate processing of applicant interview data to enable analysis and offer making.
- Lead support on procurement, processing invoices, travel booking for staff and processing travel claim expenses for the team.
- Liaise closely with management to make the most of budgets and maximise value for money
- Provide committee support where required including the recording of accurate minutes, and proactively following up actions
- Maintain timely, accurate and professional correspondence with a customer-focused approach and implement effective "thank you" strategies.
- Assist in the development and implementation of innovative systems and processes within the department with a view to the continual improvement of the services provided by the team
- Accept shared responsibility for the health and safety of all personnel on site

Essential Knowledge, Experience and Skills:

- Experience of event or project administration and support.
- Experience working in a busy customer-focused environment.
- Excellent organisational and written & verbal communication skills.
- High degree of accuracy and attention to detail.
- Ability to balance competing priorities under pressure whilst maintaining high standards of service.
- Ability to work with mínimal supervision as part of a team and manage own workload independently.
- Good working knowledge of MS365 (Word, Excel, Teams, SharePoint and Outlook)
- Flexible, resilient and friendly with welcoming approach.
- Enthusiastic self-starter, a team player with a proactive approach and a desire to deliver a high standard of work.
- Willing to continually update own skills and knowledge.

A degree of flexibility will be required to support events and activities out with normal working hours and there will be the occasional need to travel.

AGY