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Events Coordination Assistant

2 months ago

Didcot, Oxfordshire, United Kingdom Focus Resourcing Full time £23,000 - £25,000

We are looking for an Events Coordination Assistant to support our events team by serving as the primary contact for all inquiries and managing event bookings efficiently.


Job Type:
Permanent


Salary:
£23,000 - £25,000 (Dependent on Experience)


Working Hours:
Monday - Friday, 9AM - 5PM


Location:
Hybrid working model


As the Events Coordination Assistant, your responsibilities will include:

  • Acting as the main point of contact for all event-related inquiries, ensuring that all communications are handled professionally and promptly.
  • Managing event bookings, verifying that all delegate information is accurate and complete.
  • Processing invoices and credit notes, scanning and filing booking forms, and sending confirmations in writing.
  • Keeping all event information current and accurately recording all activities related to each event in the designated database.
  • Assisting with exhibitor coordination prior to events to ensure all exhibitors are booked and have completed necessary documentation.
  • Supporting event preparations, including the creation of badges, mail merges, and gathering materials for the event.
  • Handling various office administration tasks such as managing mail, booking meeting rooms, taking minutes, maintaining the events calendar, and arranging travel and accommodation.
  • Collaborating with suppliers to obtain quotes and turnaround times for design work, printing costs, mailing services, and AV support, while analyzing costs and recommending the best options.
  • Assisting in the distribution of promotional materials, including e-shots, brochures, flyers, and updates for the website and social media.
  • Conducting post-event follow-ups, including processing feedback forms and reorganizing materials upon return from events.
  • Participating in events as needed, which includes setup, breakdown, and welcoming and registering attendees.

The ideal candidate will possess the following skills and experience:

  • Ability to work collaboratively within a team, supporting colleagues and fostering a positive team environment.
  • Strong written, verbal, and electronic communication skills.
  • Excellent organizational and time management abilities.
  • Attention to detail with the capacity to manage multiple tasks and work effectively under pressure.
  • Proficient in IT, with a solid understanding of Outlook, Word, Excel, and Mail Merge.
  • Minimum educational requirement of GCSE standard.
  • Willingness to travel for external meetings and events, with flexibility in working hours as needed.
  • A valid driver’s license and access to personal transportation are essential due to the office location.

Benefits:
Flexible working hours around core times of 10 AM - 4 PM.
Generous holiday allowance
Pension scheme
Life assurance
Health cash plan
Employee discount program
On-site parking