Events Assistant

7 months ago

London, United Kingdom Chatham House Full time

**Description**:
We are looking for a high-energy, innovative Events Assistant who is ready to start their career at one of the world's foremost international affairs think tanks. This is an exciting opportunity to support the team with event preparations and delivery.

The role will be highly collaborative, working with colleagues to support the planning and delivery of a range of high-level policy events, conferences and roundtables. You will be part of a highly stimulating environment as you engage with a broad range of global topics and external partners.

**Principal Responsibilities**:
**Delivery**:
**Pre-event**:

- Update our CRM with all speaker engagement and event information
- Assist with booking speaker travel and accommodation where needed
- Build each event on Zoom and our online conference platform and keep updated
- Book event rooms and keep up to date
- Put together speaker notes, speaker contact sheet, name plates and other event documents
- Design and put together the event holding slides
- Assist with securing student ambassadors to help with the event

**On the day**:
Support event delivery, tackling the roles set by the event lead. This includes:

- Onboarding virtual speakers
- Registering delegates
- Mic running
- Online event management
- Answering inbox queries

**Post-event administration including**:

- Collate delegate feedback and present to the rest of the team at the post-event analysis meeting
- Assist with writing speaker thank you letters
- Assist with compiling data on events
- Manage student ambassadors on event days

**People**:

- Join speaker briefing calls and assist where needed
- Build and maintain relationships with colleagues across the institute and external partners, working collaboratively with others, and promoting a positive working culture
- Collaborate with the team and wider department to ensure the successful delivery of events

**Requirements**:
**Essential Qualities**:

- Experience coordinating or supporting the delivery of events (for example in hospitality, work experience or school/ university events)
- Administrative and organisational skills with a keen eye for detail
- A superb communicator with good written and oral skills and an ability to build positive relationships
- Ability to work as part of team and with individuals at all levels displaying tact, sensitivity and diplomacy
- Comfortable with prioritizing and balancing different projects and take initiative
- Highly motivated and able to work calmly, quickly and accurately in a pressurised environment
- Computer proficient with Microsoft Office suite

**Desirable Qualities**:

- An understanding of the think-tank, policy institute and/or academic world
- Experience of dealing with event management or CRM databases
- Have knowledge and proficiency of the GDPR

**Benefits**:
Benefits include approximately 37 days annual leave (inclusive of public holidays and Chatham House closure days), enhanced pension scheme, employee assistance programme, life assurance, and other benefits designed to suit your personal lifestyle. All of this, in a professional, engaging, and intellectually stimulating environment.

**Salary**: £28,000 per annum.

**Contract**: Full-time, Permanent.

**Location**: Hybrid (Office/Home), minimum 3 days in the office per week.

**The Job Description as outlined above will not be available once the closing date has passed. Please ensure you keep a copy for your own record.

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