JOB DESCRIPTION
JOB TITLE:
Events Assistant
SECTION:
Events
DEPARTMENT:
Events
DIVISION:
Marketing & Communications
RESPONSIBLE TO:
ZSL Commercial Events Manager
PARTICIPATING JOB HOLDER(S): N/A
APPROVED BY:
JOB HOLDER(S):
DIRECTOR:
Marketing & Communications Director
JOB DESCRIPTION REFERENCE NUMBER:
GRADE ALLOCATED:
BACKGROUND
The ZSL Events Team devises and delivers a range of events to attract more visitors
to the zoos, develop relationships with supporters and to diversify ZSL’s income
opportunities.
Events range from small scale high engagement events through to large scale
events attracting several thousand attendees. The most successful examples are
BBC ‘Deadly’ and Zoo Lates, whereby providing a different package to the standard
day visitor experience, we were able to appeal to different audiences and generate
new income for ZSL.
The Events Team’s primary objective is to deliver a diverse annual calendar of
events, which raises the profile of ZSL to the wider community, generates favourable
publicity for ZSL and raises funds to support ZSL’s work.
Job Description
Assist with the planning and delivery of an expanding annual programme of events
which reflect and support the objectives and long term strategy of ZSL in building our
relationships with all of our supporters and to the wider public.
Main Duties
1.1
To Assist the Commercial Events Manager and Events Co-coordinators in the
planning and delivery of the full events programme.
1.2
To compile and analyse events feedback and write evaluation reports.
1.3
Be responsible for ensuring all financial and administrative records are kept
up to date.
1.4
Be responsible for the booking, purchasing, maintenance and storage of
events equipment, and to work in conjunction with various teams for setup/de-rig at events.
1.5
To work with other relevant departments (Marketing, Development, PR etc.) to
ensure events are promoted to the appropriate audiences.
1.6
To research and develop interactive materials for use at events.
1.7
Brief in and manage ticketing processes for events.
1.8
Be a point of contact for queries from contractors including caterers and
performers in the run up to events.
1.9
Complete and submit applications for events awards
1.10
Write and circulate minutes from events meetings
1.11
Book and brief casual staff members in the run up to events
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Person Specification
Knowledge and Experience
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Strong logistics ability.
Highly proficient in Microsoft Office essential.
A proven track record of managing administrative records.
Events experience an advantage.
The applicant will be able to demonstrate a track record of the ability to
develop networks quickly and effectively.
The ideal candidate will possess excellent communication skills.
The ability to liaise effectively with a broad spectrum of internal and external
colleagues and suppliers are a must for this role.
Strong diplomacy and a good sense of humour are a definite advantage.
Responsibility
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This role will assist with the planning and delivery of events and activities.
The role will involve researching and developing resources for use at events.
Management and maintenance of the events equipment inventory.
Strong communication skills are required to keep good lines of communication
open between internal departments and external suppliers/stakeholders.
The role will require liaison with external suppliers/stakeholders as well as
with colleagues across ZSL.
The post holder will be required to manage competing priorities to deadlines.
The role will require attention to detail, yet a flexibility of style in what can be a
constantly changing environment.
The candidate will require strong numerical and analytical skills to keep
records up to date and evaluate events.
Mental stamina as well as the ability to multi-task is required.
Working Conditions
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Event requirements at ZSL are constantly evolving, so the post-holder will
need to be able to embrace change.
The role will involve working on several complex projects simultaneously, at
varying stages of their development and delivery cycle.
We have a non-smoking working environment.
Normal office hours generally apply, however, regular out of hours and
weekend work will be required, for which the candidate will receive time in
lieu.
The post will be based at ZSL London Zoo with some requirement to assist
with events at Whipsnade Zoo, for which travel expenses will be covered.
A full driving Licence is essential.
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