Events Administrator

2 weeks ago

Weybridge, United Kingdom Jenrick Commercial Full time

**Events Administrator**:

- **Up to £25,000 per annum**:

- **Role based full-time on-site in Weybridge, Surrey (free parking)**

Working for a very well established and successful Events Business that tailor and organise walking and cycling events for businesses, charities and individuals, we are looking for an experienced Administrator to join them and assist on all Events and officeadministration.
This is working at their offices in Weybridge (free parking available) 5 days per week. There is flexibility to work either part-time hours or 4 days per week as well.
**Background**
We develop and deliver tailored events for businesses, charities and individuals. We are a young business with a flexible can do attitude. The successful applicant will be part of a small full-time team based in a very busy office and will work with an extendedteam of freelance guides, tour leaders and medics, all committed to ensuring that our growing list of clients have a brilliant experience on every event.
**The Person**
Ordinary people need not apply. If you like to work in a completely structured environment then this probably is not for you. We need people who have the energy to be part of the company journey; individuals who are not afraid of having to ‘pitch in’ in orderto ensure we deliver the best event experience a client can have and who thrives on hard work, attention to detail and getting the job done.
**Overview**
Reporting to the MD and senior members of the events team, your main responsibilities will be to provide administrative support in the development and delivery of company events (walking and cycling). As well as this, there will be 1-2 days of finance workeach week reporting directly into our (part time) accountant.
**Description of Role - Principal Functions**:
**Admin Role**:

- Principally, this role is about bringing to life our events by: finding and booking hotels across Europe and the UK for our groups, finding and booking flights for staff, finding and booking stops for our cyclists across Europe and the UK, etc. This involvesnegotiating costs and managing payments for all of the above
- Secondly, as we get closer to the events themselves, it is about managing the above bookings with changes in numbers and negotiating with these suppliers for excellent payment terms. This includes communicating rooming lists, dietary requirements, cyclists’medical information, etc, as well as compiling information for the customs brokers.
- In the last month leading up to an event the role moves primarily to finalisation of the above plus delivering the final Event Manuals for all cyclists and staff on our events, the final Health and Safety information, etc.
- In addition but not exclusively there are other jobs such as managing databases of freelancers’ personal information through collection and collation and a share of the general running of the business

**Finance Role**:

- To support the accountant via data inputting, invoicing, reconciliations, etc. This role requires some finance knowledge, spreadsheet excellence, a comfort with numbers, accuracy and attention to detail.

**Office Coordinator Role**:

- To ensure that all aspects of the running of the office are delivered in a timely and efficient way. This includes but is not limited to stock keeping and ordering of office and event supplies
- Ordering (and sometimes designing) event clothing and branded items
- Filing, bank runs, post office runs, etc

**Other**
Aspects of the work can be physically demanding with lifting, packing vans, bulk shopping, (and even some washing up) etc part of the job.
For the right person there may also be opportunities to work on our events on some weekends across UK and Europe for an additional wage.
**Skills and Competencies**
All aspects of the role require:

- Excellent written and spoken English
- Excellent use of Word/Excel and PowerPoint essential. The ability to input data via Excel and to understand the outputs
- Extreme flexibility and adaptability
- Excellent IT skills
- Management of relationships internally (withing the office team and within freelancers) & externally (clients and other stakeholders)
- The ability to respond promptly to requests, to prioritise and to manage tight deadlines are critical
- A can do attitude and huge amount of initiative is imperative
- A willingness to work longer than normal hours when the business requires it

**EXPERIENCE**:

- Budget management and reconciliation
- Managing the delivery complexities of multiple simultaneous events
- A background in either the travel or events industries
- Previous experience working in itinerant events
- Comfortable working across a variety of platforms such as Word press, RWGPS, TicketTailor, etc
- Corporate social media accounts
- Previous experience and understanding of working in a small business environment

**INTERESTS**:

- A passion for the outdoors and sport, preferably cycling - it’s what we do
- A passion for doing the very best they possibly can in all aspects of the job
- We have a (very gentle) dog in the office

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