Event Assistant

3 weeks ago

London, United Kingdom Seventy Events Full time

Title: Event Assistant
Role: Event management, event marketing for live, digital and hybrid B2B events
Reporting to: Directors

**Salary**: £22k

**Summary**
The position will primarily involve providing event and admin support for our Event Directors and Event Manager. This varied and demanding role entails working on a portfolio of events, including corporate and industry conferences, drinks receptions, lunches and dinners. The role includes dealing with clients, speakers, sponsors and delegates on a daily basis, as well as managing events on-site and online.

You will be working from project conception on aspects such as event concept development, assisting with budgets and schedules through to invitation/material design, delegate recruitment, venue and supplier management to on-site management, technical delivery and post event analysis.

Hours are 9.30am - 5.30pm with one hour for lunch but you will be expected to work extended hours where necessary. For the foreseeable future we are working remotely, but you will be expected to be in London one day a week. You will be required to be available for on-site duties (mainly London) as and when required as well as occasional face-to-face meetings in London.

**Key responsibilities and accountabilities;**
Assisting with preparation of client documents including;
- Expenditure budgets
- Schedules, running orders and production schedules
- Shared documents on the Drive

Attending client meetings online (or in person);
- Helping create the agenda to ensure it covers all relevant topics
- Ensuring that accurate minutes are taken and checking of contact reports before they are sent to the client
- Ensuring actions are progressed in good time

Help with management of event suppliers and specification of project requirements.

Assistance with creation, production and management of event materials and collaterals, as well as client sign-off. Overseeing print work and artwork production.

Help with setting-up of and management of digital event platforms, such as Cvent, for event marketing campaigns and html broadcasts, as well management of webinar platforms such as Zoom, Hopin and Teams

Providing support for multiple event speakers, sponsors and exhibitors:

- Ensuring information and briefs are provided to speakers in advance
- Arranging calls and rehearsals with speakers.
- Researching and qualifying of potential sponsors, assisting with sponsor engagement process such as tracking communications, arranging calls and meetings.
- Assisting with the contracts process and ensuring client communications are maintained throughout and to ensure that deliverables are met.

Assistance with marketing of events;
- Data management using event based marketing platforms (primarily Cvent) and Excel; managing guest databases; overseeing preparation of data for broadcasts
- Working with clients to ensure we meet clients’ GDPR requirements

Assistance with technical delivery of virtual events;
- Assistance with back office/back stage areas in advance and on event days
- Helping with software set-up and usage
- Providing technical support for production team and clients where needed
- On-site management at recording studios or client offices if required

Assistance with live events;
- Researching and managing bookings of venues, including managing venue contracts.
- Assist with setup and de rig on-site.
- Provide on-site support for client, speaker and suppliers to ensure smooth delivery of events.
- Booking and managing accommodation and transport.

**Attributes**
Strong at multitasking as you will be responsible for a number of events at a time.
Excellent data management skills.
Prior experience in an agency useful.
Excellent telephone skills as your workload may include audience recruitment and confirmation calls to delegates.
Ability to engage with clients and present a positive view of the organisation.
Attention to detail and a positive attitude are a must.
Bring passion, creativity and personality to our small, close-knit team.
Self-motivated starter who is keen for a career in events.

**Job Types**: Full-time, Permanent

**Salary**: £22,000.00 per year

**Benefits**:

- Work from home

Schedule:

- 8 hour shift
- Monday to Friday

COVID-19 considerations:
At present we are working remotely from home but may decide to become office based at some point in the future.

**Experience**:

- office/agency: 1 year (preferred)

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