Alumni Events Coordinator

3 weeks ago


Oxford, United Kingdom University of Oxford TSS Full time

Web advert
- Vacancy ID 13949We are currently seeking an enthusiastic and highly organised individual to join our Alumni Relations Team at an Oxford University College to support the administration of engagement activities. This is a temporary full-time position with some out-of-hours working required for which time in lieu will be given. Pay will be £17.02 p/h plus holiday pay.

**Responsibilities**:
Manage bookings for a range of events which are already in the diary
- Track and respond to bookings from alumni and friends for a range of engagement dinners and receptions, and stewardship events for donors.
- Take and record payments as appropriate.
- Arrange invitations, and send out chasers as needed.
- Ensure accurate records are kept of all event responses, and the needs and requirements of attendees.
- Proactively communicate with event attendees to ensure they have relevant joining instructions and all queries are addressed.

Prepare briefings for hosts and manage smooth running of events
- Liaise with the College’s events team to ensure that all practical plans are in place for events taking place on site, and with venue staff when they are taking place elsewhere. Supply information, eg numbers/dietary requirements/access needs/room layouts/accommodation requests/etc to these contacts are required.
- Ensure full and accurate briefings are provided to internal event hosts including the Director of Alumni Relations and the Master, to provide them with attendee information and a clear running order. Clarify ahead of time what additional information may be needed and provide this.
- Arrange and produce events materials as required eg seating plans, place cards, badges, attendee information booklets.
- Attend events to welcome guests and respond to any queries or last-minute changes.

Support the planning and implementation of additional events
- Make bookings and arrangements for additional events as required, including researching venues, recommending best options, contacting potential speakers, coordinating invitation lists, etc.
- Support alumni ambassadors and other volunteers in the planning and implementation of their own regional events as required.

The Temporary Staffing Service supports University of Oxford departments and affiliated colleges with the recruitment of temporary admin and clerical staff. Personal information provided to the University of Oxford is held in accordance with the provisions of the GDPR and related UK data protection legislation.



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