Event & Marketing Assistant, Hospitality/ Catering

**Job Title**:Event Assistant (& Marketing)

**Responsible to**:Head of Events & Business Development

**Salary**:£13.85 per hour

Our client is an events caterer, with both a contracts and bespoke event arm. They are a close knit team who have professionally worked with together for a number of years, always welcome to new faces. They work in a fun, but professional environment

The work location will predominantly be at our Head Office in Chelsea, with on site event work and visiting contract sites a requirement. Travel expenses for journeys during the working day will be covered. The working hours will be flexible due to business needs, with a rota confirmed two weeks in advance.

**Job Summary**:

- To create exciting social media content through our Hootsuite system
- To assist with creating marketing content not exhaustive to blogs, newsletters
- To work with and steer the events team to create and develop imaginative event proposals to meet client needs.
- To assist events in a responsible and professional manner, ensuring they run efficiently, profitably, and their high standards.
- To assist with administration duties for both events and contracts
- To support the business development activities and maximise sales opportunities.
- To represent and act as an ambassador at all times.

**Main Duties: Marketing**
- Assist with our social media platforms and create exciting content - To effectively schedule social media content
- To cross market both of events and contacts sites with different social media language as required
- Assist with marketing, which will involve writing blogs, newsletters and press releases etc
- Attend events on site to capture content to use live or at a later date - Visit contact sites to capture content to promote menus, offers, and locations - Have an understanding of editing pictures using Canva

This job description is intended as a guide. Duties may reasonably change and evolve over time.

**Event Sales & Planning**:

- Handle incoming event enquiries and nurture them to conversion
- Record enquiries, provisional bookings, follow up calls and confirmed bookings etc. in the database
- Ensure effective chase and trace systems are followed
- Build relationships with clients to understand their dream/concept/ requirements, over the phone and/or in person, as required
- Advise and guide on menu planning/options and attend client tastings
- Advise and guide on event styling and venue options
- Conduct show-rounds of venues
- Liaise with the Head of Events & Business Development on more bespoke and complex event enquiries
- Put together and sending out well written proposals and quotes
- Ongoing liaison with clients to ensure all needs are met and to confirm final details of events
- Produce and maintain an Event File including all relevant information relating to each event
- Raise deposit invoices
- Where appropriate, oversee the ordering required from the nominated suppliers and where possible negotiate keen prices
- Circulate event details to other departments in good time (including kitchen sheets, C&P hire sheets, staff booking etc.), and update on any changes
- Assist with the running with the live event
- Carry out follow up evaluation with clients post event
- Promptly close the event file, process information for accounts/invoicing and raise final invoices post event

**Event Management**:

- Attend live events, directing the event team to maintain C&P standards - Assist with briefing all staff on H&S, the event plan, points of note, special arrangements, venue specifics and individuals’ roles
- Liaise with the client at the event to ensure their needs are met, (re)confirm timings and arrangements, and ensuring excellent customer care on the day
- Assist with issues arising to ensure problems are resolved and that events run smoothly and professionally
- Ensure events run to time and budget and keep note of amends
- Provide feedback/any learning from the events to other departments and management

**Venue Management**:

- Develop and maintain positive and professional working relationships with London and surrounding venues and venue managers (as required) - Understand venue requirements and specific issues to feed into event planning and management
- Maintain expert knowledge of the venues you sell
- On the day of events, adhere to venue rules, and ensure venues are treated with due respect and left clean and in good order
- Carry out appropriate follow up with Venue Managers

This job description is intended as a guide. Duties may reasonably change and evolve over time.

**Hygiene and Health & Safety**:

- Ensure that the highest standards of hygiene are maintained personally and across your area of event responsibility, and specifically that the Hygiene document is rigorously followed
- Ensure safe working practices are used to the standards set out in the Health & Safety at Work act
- Appraise yourself of and follow any Health & Safety instructions at venues