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Event Management Administration Assistant

2 weeks ago

Worcester, United Kingdom arrangeMY Full time

arrangeMY are proud to be recognised as one of the leading business travel, venue sourcing, accommodation, training administration and event management companies within the UK.

Following our continued growth we have the requirement for another position within our Event Management team.

The role calls for a person with great attention to detail and accuracy, a true team player and have a basic level of numeracy and computer literacy.

This position is full time, 40 hours a week, Monday - Friday. Working 8 hours a day between 8am and 8pm (predominant hours of work would be 9-530 with occasional overnight stays and off site meetings). Experience previously in event management is preferred.

**Main Job Functions**:

- Handling client inboxes handling
- queries, requests.
- Badges - printing, ensuring the correct stock has been ordered, then ensuring they are delivered safely to client or ready to be taken on site.
- Handle external suppliers - getting quotes, finalising contracts, and invoices, ensuring correct before being sent to the clients.
- Supplier negotiations
- Venue sourcing on the larger one-off bookings.
- Joining instructions for events - to be able to send out and handle mail merge.
- Check and confirm rooming lists with venues.
- Conduct pre and post event calls with clients
- Set up simple Eventbrite registration sites - managing the data for attendees and badges etc.
- Produce and update event planners
- Liaise with speakers, exhibitors, press and other service providers and co ordinate their requirements as required by each event.
- Coordinate all logístical arrangements for the event to include venue and catering arrangements, delegate flow, break out space etc
- Onsite support as well for the larger events - more with registration and support on badges
- Management system awareness
- Overnight stays will be required as well as travel/and working on external events.

**General**:

- Visit and inspect venues to assess the standard of facilities and service. There may be occasions where this may be required outside of office hours
- On occasions you may be required to visit clients to talk through specific projects and assess their requirements
- Demonstrate positive, proactive behaviours in line with the brand within the teams to offer a positive proactive service.
- Support colleagues across the business during adverse trading conditions, holidays and sickness periods.
- Attend performance reviews, 1:1’s as required.
- Training and development issues are to be discussed with your Line Manager.
- Maintain a clean and safe office environment in accordance with the Company’s health, safety and environmental requirements
- Conduct yourself in accordance with the Company’s policies as outlined in the Company Handbook

**Skills Required**:

- Excellent telephone manner and social skills
- Ability to assimilate product knowledge quickly and efficiently
- Excellent attention to detail/accuracy
- Ability to work without close supervision and on own initiative
- Good venue knowledge
- Good organisation skills
- Working well under pressure
- Open attitude to training
- Good team player, ability to work closely with others
- Basic level of numeracy
- Good level of computer literacy and excel knowledge
- Negotiation skills
- Ability to interpret client’s requests regarding their requirements and our business goals
- A flexible attitude

The company offers excellent benefits;
- Health Cash Plan and Dental
- Pension
- Referral scheme
- incentives to refer anyone for open positions
- Discounted personal travel benefits
- Busy social events calendar including team building events/parties and family days
- Long service awards and benefits
- Predominantly office based

Additional Pay:

- Individual performance bonus based on client feedback
- Generous annual bonus scheme based on company success

Pay: £23,800.00 per year

**Benefits**:

- Company events
- Company pension
- Cycle to work scheme
- Health & wellbeing programme
- On-site parking

Schedule:

- 8 hour shift
- Monday to Friday
- Weekend availability

Work Location: In person