Administrative Assistant

3 months ago

Bristol, United Kingdom Voyageur Publishing Full time

**Job description**

Voyageur Publishing & Events is a world leader in the provision of conferences and publications to the international travel healthcare and insurance community.

**Summary of the role**:
We are looking for an Events Administrator who will be responsible for the overall support of the Events team. This will include all day-to-day office administration and general support tasks pre-event, onsite and post-event. You are someone who is motivated, super organised, and proactive, who prides themselves on their excellent attention to detail, calm under pressure and willingness to learn.

Currently we are operating a hybrid model with two - three days per week in the office located in central Bristol.

**Key responsibilities -**

Responsibility for support to Events team during pre-planning and execution of all ITIC events:
Assist with all delegate enquiries and management of the events information inbox

Data collation and input for events, e.g. event registrations, events mailing lists and updating contact details (delegate management)

Assist event team members with all pre-event responsibilities (e.g. preparing event material to send to venues, shipping and delivery, delegate lists, name badges, signage preparation, as well as sourcing collateral and managing stock etc.)

Send, collect and collate speaker/sponsor materials, manage external confirmations, deliverables and communications

Ensure all speaker materials are received and accurately stored

Ensure all sponsor and exhibitor deliverables are received and accurately stored in good time such as company logos & descriptions, delegate names and agreed marketing materials

Manage all invoice processing for delegates. Work closely with the Content, Sponsorship, Event Manager and Coordinator to monitor payments and follow up on collections, as required

**CRM, Virtual Software, Website**:
Assist with the setting up and testing of event registration/website pages

Collation of delegate reports and production of attendee lists, rooming lists etc.

Create new events and management of current events on the CRM system in addition to updating agendas, sponsor booths and speaker information

Update the website with speaker, sponsor and exhibitor information and make changes to the agenda when required

**Marketing support**:
Work with the Marketing Manager on event marketing communications to support promotion and attendance in line with ITIC brand values

Create registration confirmation, joining instructions and vital information for attendees via the CRM system

Support the Global Partnerships Manager on new business development via online platforms

**What Will I Need?**

**Minimum of two years’ experience working as an administrator** (ideally in events) with working knowledge of CRM systems (ideally Cvent)

Excellent oral and written communication skills

Previous experience with digital communications and various social media platforms

Ability to work to tight deadlines, juggle multiple projects and deliver under pressure

Excellent team player but can work unsupervised on occasion - demonstrating use of own initiative

A mature approach with excellent client and supplier handling skills

Strong attention to detail skills

IT literate, especially with Microsoft Office and Excel

**Salary**: £19,000.00-£25,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Company pension
- Cycle to work scheme
- Private medical insurance

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Bristol: reliably commute or plan to relocate before starting work (required)

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Administrative: 2 years (required)
- office based: 2 years (required)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

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