Event Coordinator/ Business Assistant

**Job Description Summary**: Events Coordinator/Business Assistant

**PURPOSE**

Provide a high level and professional support service. To organise and coordinate a range of internal and external events at our UKI Headquarters.

**Responsibilities**

Safety & Innovation Hub (SIH) - 3rd Floor
- Plan and support event delivery from start to finish according to requirements, target audience and objectives.
- Be the go-to person in the organisation for advice and support with internal meeting and events.
- Further develop inventory, checklist and guides for event set up
- Pre-event set up and clear down (turn on, turn off), replacing used items
- Identify and support delivery enhancements, work with IT and facilities to further develop our offer.
- Update the internal event tracker to ensure no clashes in the SIH area
- Manage bookings of the SIH to ensure best use of space.
- Track and communicate budgets, support most cost-effective routes.
- Assist and organise large scale meetings, source and negotiate with vendors and suppliers.
- Support promotional activities for the event.
- For external events, work with and take ownership for AV suppliers, hotels, caterers etc.
- Ensure events are completed smoothly and step up to resolve any problems that might occur.
- Work closely with Marketing, Creative Services, HR and other internal departments.
- Communicate and schedule events in a timely manner.

Business Assistance
- Work with the wider EST and help support with other administrative duties and holiday cover as and when required.
- To provide assistance to the UKI Leadership Team to enable them to be highly effective
- To handle confidential business matters and ensure compliance with confidentiality policies and procedure.
- To act as the first point of contact and liaison for both internal and external stakeholders, suppliers, clients, policy makers, and key decision makers.
- Organise internal and external meetings, prepare/send out agendas, coordinate logistics, compile and distribute required documents and presentations.
- Prepare and send out minutes and follow up actions
- Assist in the preparation and generation of reports, presentations and data
- On-boarding of new associates
- Support and promote BD values and company culture with a positive and flexible manner with a view to building relationships built on trust and discretion. Particularly when liaising with external stakeholders.
- Promote and ensure adherence to BD policies throughout all levels of the company.
- Use company knowledge to assist other with office operations.
- Exercise judgment, based on previous experience, practices and precedents, to identify and solve problems that arise with little or no precedent.
- Provide information to others through various communication channels regarding business matters, processes and/or procedures
- Improve efficiency and controls costs within both the EST and throughout the company
- Use experience and knowledge of how the team integrates with others to think beyond the way it has always been done and identify opportunities for improvement
- Design processes to enhance workflow and efficiency
- Take ownership of simpler customer and supplier issues. Work with the customers and suppliers to resolve issues to their satisfaction.

**Skills and Competencies**
- Event experience.
- Excellent organisational skills
- A team player with leadership skills.
- Excellent interpersonal skills with the ability to influence others within the team and at a wider department and function level
- An in-depth knowledge and wide range of administrative skills
- Strives for continued self-development and encourages others to do the same
- Promotes teamwork by acknowledging the value of cultural differences and coaching others to consider these differences when communicating or making decisions
- Ability to work under pressure and to deadlines with mínimal supervision
- High personal accountability & integrity
- Able to set own work direction and complete tasks
- Proactive and have the ability to take the initiative
- Ability to challenge the status quo and drive through changes in a professional manner
- Actively work to high standards with excellent attention to detail
- Flexible attitude and ability to handle changing priorities
- Excellent verbal and written communication skills in English with the ability to communicate well at all levels
- IT skills - ability to use a range of technology
- Every Business Assistant will use, manage and train others in the use of multiple systems including:

- Aravo
- Concur (travel booking and expenses)
- BuySmart
- eTime
- CitiManager
- Facilities 360
- Microsoft Word, Excel and PowerPoint
- Outlook
- MS Teams
- SharePoint
- Service Now (SNOW)
- WorkDay
- BD Services Store
- Print Store

**Education and Experience**

3+ years business assistant experience at a senior level

GCSE English and Maths (minimum GCSE Grade C/4-9)

Further education and/or a University degree a plus

**