Events and Stakeholder Assistant

England,London,City of London
£12.00 - £14.00 per hour
04 September 2018
03 October 2018
Verity Slade
Job Function
Marketing, PR/Publicity
Contract Type
Full Time
Events and Stakeholder Assistant to start ASAP Central London £12-£14 per hour to start ASAP for 6 Weeks and could be extended

The main objective of the role will be to assist the Brands & Events Manager with the running of annual conference Clean Sport Forum in Cardiff on 6 November 2018. Requires ownership and responsibility of tasks that relate to Events and Stakeholder communications

Main Duties
* Assist with administrative tasks including, registrations, confirmations, name badges, evaluations, preparation and mailing of materials to conferences
* Manage pre-event venue operations e.g. ensuring catering is correct and allergy requirements are passed to the venues, venue layout is correct, parking spaces are booked etc.
* Manage staff hotel room bookings/travel; liaising with hotel and train companies as necessary
* Work closely with organisation taking bookings to ensure delegate numbers are on track, respond to delegate booking enquiries and any other delegate requests
* Assist with event marketing, providing suggested content to the communications team to increase event awareness and boost delegate sales
* Co-ordinate the production of delegate programme with suppliers ensuring the document has been fully proofread
* Assist with production of key documents e.g. staff briefing document and run sheets for the day
* Liaise with speakers, providing them with speaker briefs, answering any queries and ensuring their expenses are processed in a timely manner
* Assist the Brand and Events Manager on site as necessary with set up and management by liaising with venue, AV and catering staff as required
* Post-Event follow up including compiling results from the survey feedback form, managing speaker's expenses, assisting processing of invoices
* Collate and produce material required for the bi-monthly stakeholder e-newsletter
* Organising travel and refreshments for athletes attending Athlete Commission meetings (next meeting planned on 30 October)
* Producing briefings for senior staff ahead of meetings with external stakeholders
* Answering queries from external stakeholders including international partners
* Taking minutes from meetings as required
* Researching information relating to the attendance of national or international conferences
* Any other reasonable task asked from the Director of Strategy and Education

The successful candidate will be able to demonstrate the below:-
* Educated to degree or equivalent
* Experience of working on events logistics / shows understanding of the processes involved in putting together and is able to pinpoint the key logistical requirements
* Demonstrable experience of working with several internal and external stakeholders to ensure the successful delivery of projects or events
* Organisational skills and the ability to meet deadlines
* Outstanding organisational and co-ordination ability, working on multiple tasks simultaneously and being able to prioritise the workload accordingly
* Budget and costs management ensuring that events or projects are completed within specification
* Team player with a strong work ethic
* Problem solver and solution focused
* Detail orientated and works with a high level of accuracy

Working hours are 36 hours a week although flexibility is required in order to ensure core objectives are achieved. Some out-of-hours work, particularly weekend work, conference calls with International colleagues outside of core work hours, and occasional travel, will be required.

If this role is of interest please do apply ASAP with an up to date CV highlighting all your relevant experience -I am looking to submit to this role ASAP

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