Project Event Administrator

2 weeks ago

AshbyDeLaZouch, United Kingdom Ashfield Event Experiences Full time

We are looking to welcome a Project Administrator to effectively deliver high-quality event management duties including accurately delivering all delegate and database management processes.

Our office is based in Ashby-de-la-Zouch, however we will provide the opportunity to work flexibly between the office and from home.

**Delegate & Database Management**:
Set up and administer event databases - including collation and inputting of delegate details
Manage the invitation & attendee management process including meeting registration, air travel, housing & ground transportation, as required
Manage delegate requests and communicate programme and logístical information
Manage attendee communications and associated timelines
Manage housing lists based on delegate information and cross-referencing data sources
Maintain databases and Company information systems where applicable
Use client driven systems e.g. STARCITE, where applicable
Ensure all business critical deadlines for delegate management and communication are met for each programme

***Project Management**:
Assist with selection of venues and production of event proposals
Produce and arrange despatch of delegate packs and other information
Produce signage, badges, onsite manuals and other documentation as required
Order currency, uniforms, mobile phones, laptops and other onsite equipment as required
Onsite attendance at events if required
Ensure all business critical deadlines are met for each programme
Manage all venues & associated logístical arrangements
Manage all F&B requirements
Manage & co-ordinate Client requirements with all 3rd party suppliers/internal service providers (DMC, Exhibit Agencies, Med Ed, Print & Design, Production, AV, Air Travel), where required
Deliver first class customer service in line with clients' objectives

***Client Liaison and Development**:
Setting up and maintenance of client files from confirmation of event to completion and evaluation
Manage client communications and associated timelines
Manage Client requests and communicate programme and logístical information
Foster the development of the client account by managing delegate relationships through exceptional operational delivery
HRDAME 042 v2

***Financial Management**:
Accurately deliver financial aspects of events in line with company processes and procedures
To achieve all financial aspects of budget management process within your remit
Assist with identification and documentation of cost avoidance/saving measures
Assist with production and presentation of management information internally and for clients Comply with company & Client invoicing processes
Cost efficient time management
Assist with effective scope management
Assist with preparation of budgets and final reconciliations within agreed timelines

***General**:
Attendance & contribution at team meetings
Effective interaction with other departments - e.g. IT, Finance, HR, Travel
Accurate written & verbal communications
Display an understanding of compliance, including ABPI and Pharma Guidelines
Comply with all company and Client policies and procedures, including those relating to Health & Safety
Comply with all Client & company privacy & security protocols
Achieve all Client and/or company driven Service Level Agreements (SLAs) for all events
Maintain good long-term relationships with hotels, venues and suppliers, to ensure the best value for money for clients
Assist new starters in the role of 'Buddy' when required

***Qualification and Experience Requirements**:
Event management experience within an agency environment is beneficial
Working within a pharmaceutical client base would be an advantage
Experience in administration processes
To display excellent written and verbal communication skills, particularly areas relating to spelling, grammar and punctuation
To show ability to work within tight deadlines and schedules
To display an alignment with company values including passion, integrity, honesty and respect
To assist with other teams as and when required dependent on work load
Computer literacy
Excellent time management
Accurate written and spoken communication skills
Ability to prioritise own workload
Excellent numeracy and database management skills
Computer literacy, on all relevant internal and external systems

**About The Creative Engagement Group**

The Creative Engagement Group is made up of a flexible ecosystem of specialists across highly integrated divisions, partnering with clients to provide employee engagement, learning & training solutions, scientific engagement, capability building, live & virtual experiences, film, digital, and immersive content all underpinned by applied behavioural science.

TCEG is an **equal opportunity employer** - committed to encouraging Diversity, Equity and Inclusion among our people and eliminating unlawful discrimination. As an agency, we want to be truly representative of all sections of society an

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