Title: Events Assistant (contract mid March – mid June)
Reporting to: Operations Manager
Team: Operations, Informa Telecoms & Media
At Informa plc, anything is possible. We are a leading Media organisation with
activities spanning Publishing, Events and Performance improvement across a
number of specialist market sectors. A FTSE-250 company with offices in 40+
countries and over 10,000 high calibre people worldwide, we can offer ambitious
people like you everything you need to succeed.
Our busy West-End based Telecoms and Media (ITM) operations team is seeking an
Events Assistant to join the team for a 3-month contract. This is a support role where
you will be working closely with a team of 11 organisers helping them with
administrative jobs to ensure the smooth running of 40 events. The candidate should
be a quick learner, have outstanding admin skills, be able to work quickly, take
initiative, be able to multi-task, have a polite phone manner, bubbly personality and
ability to stay calm under pressure. Proficiency in word and excel is a must.
Duties and responsibilities for this role include:
Organising
Duties
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Data entry, management of speaker, exhibition and
awards databases
Supervised Speaker, Exhibitor and Sponsor Liaison: Send
out speaker packs and exhibitor manuals, book
accommodation, travel, AV, obtain presentations,
biographies, photos, logos, company profiles, adverts,
fascia names, Health & Safety forms
Prepare credit card event expenses
Booking flights and accommodation
Checking information on websites
Liaison with Call Centre/Customer Services &
management of bookings for events
Convert presentations from powerpoint into pdfs and
upload presentations onto websites
Supervised liaison with suppliers such as venue, A/V,
printers, travel and accommodation agency.
Arrange AV, documentation production, shipment,
delegate lists, badges for events and travel &
accommodation for staff under supervision
Set up and run registration, take payment and debt
collection
On the day event liaison with suppliers, ie catering, AV,
venue
Post event follow up and completion as per the event
checklist
Prepare budget and statement of income
General admin duties such as filing, tidying, photocopying
Other Duties
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Skills &
Qualities
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Willing to be a team player and help out with a diverse
range of tasks throughout the department
A completer, finisher and have good attention to detail
Using the internet for research and learning
Organised and able to prioritise your workload in line with
the tasks for which responsible and work against tight
timescales
Have a professional but friendly attitude towards clients and
are customer facing at all times
Have a methodical and logical outlook
Apply common sense and practicability to situations
Have a good basic level of literacy, sound numerical skills
and are IT competent
Have the ability to apply yourself to the mundane tasks
inherent in event management
Present a professional, smart and tidy image at all times
Organised, able to multitask and work under pressure
Able to work on various projects at the same time
Confident with IT including Microsoft packages
Ability to work as part of a team but also on own initiative
Forward thinking, flexible and able to trouble shoot
Excellent customer service skills with a meticulous eye for
detail
Good humoured
Excellent speed and accuracy in typing skills