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Event Coordinator

2 months ago

Chilton Oxfordshire, United Kingdom Focus Resourcing Full time
Event Assistant Job Description

We are seeking a highly organized and detail-oriented Event Assistant to provide administrative support to our events team. As the first point of contact for all events enquiries, you will ensure that all correspondence is managed effectively, professionally, and in a timely manner.

Key Responsibilities:
  • Process all event bookings, ensuring delegate information is complete and accurate.
  • Process invoices and credit notes, scan and file booking forms, and send written confirmation.
  • Ensure all event information is kept up to date and that all activity for each event is recorded on the relevant database.
  • Assist with exhibitor liaison before the exhibitions to ensure all exhibitors are booked and processed, and they have completed all associated documents.
  • Assist with event preparations, including the production of badges, mail merges, and gathering of all materials to go to the event.
  • Assist with all team-specific office administration duties, such as post, booking meeting rooms, minute taking, events diary management, booking travel, and accommodation.
  • Liaise with suppliers to obtain quotes and turnaround times for design work, print costs, mailing services, and AV support.
  • Assist in the distribution of promotional materials, including e-shots, brochures, flyers, website, and social media updates.
  • Assist with post-event follow-up, including processing feedback forms and reorganizing materials and literature upon return from an event.
  • Attend events as required, including event setup and breakdown, meeting, greeting, and registering delegates.
Requirements:
  • Ability to work as part of a team, support colleagues, and promote excellent team spirit.
  • Effective and accurate written, verbal, and electronic communication skills.
  • Strong administrative, organizational, and time management skills.
  • An eye for detail with the ability to multi-task, work well under pressure, and within a small team.
  • Excellent IT literacy, with demonstrable knowledge of Outlook, Word, Excel, and Mail Merge.
  • Educated to GCSE standard.
  • Prepared to travel for external meetings and events, with a willingness to be flexible on hours if necessary.
  • A driver's license is essential, with own transport due to the office location.
Benefits:
  • Flexible working around the core hours of 10am - 4pm.
  • Generous holiday allowance.
  • Pension.
  • Life assurance.
  • Health Cash Plan.
  • Employee Discount Scheme.
  • On-site parking.