Events Administrator – Contract

Events Administrator – maternity cover contract

Working with the Director to organise and manage client events to ensure successful delivery of sponsors’ contracts to all key user groups. Assist the Director with budgeting and development of sales proposals, presentations and subsequent contracts. Assist with the implementation of event promotion campaigns.

Provide full administrative and Secretarial Support: to the Director to include accurate copy typing, presentations, spread sheets and diary management, organise and maintain filing system including contracts, agreements and other correspondence, take messages in Director’s absence.

Set up external and internal meetings, attend and minute meetings. Arrange travel, accommodation and car hire. Develop office systems. Deal with post.

Event Accounting: Track and ensure all invoices are issued and paid pre event. Track on-site accounts, cash expenses, payables/receivables, essential purchases; lock-box transactions, and manage on site accounting records. Issue and manage collation of purchase orders before the event and collection of accounting details. Assist in development of all approved re-charges and collate invoices post event, track and ensure payment.

Event Volunteers: Assist the Director to manage the day-to-day interface with volunteers and committee heads regarding recruitment, and supervision of volunteers for office administration; Corporate Hospitality; Volunteer Services; Special Events; Honorary Observers; Transportation. Organise and implement volunteer uniforms.

Media: With Director plan a Media Day and press conference. Organise invitations; registration; food & beverages, floral & linens; audio-visual; gift purchases; prizes and distribution.

Sponsor Client Management: Assist the Director by ensuring delivery of benefits in advance of the event. Supporting clients on the event week and delivering sponsor pack post event. Working in close liaison with colleagues in Marketing.

Coordinate hospitality client servicing leading up to the event and ensure the smooth transition of client servicing responsibilities to client service personnel and hostess team at event time. Input into the development of: internal design and implementation of hospitality facilities including operation of food & beverages agreements; menu selection and tastings; signage; print credentials; wallets; wristbands and menus. Creation of hospitality manual; client services workshops. Manage the official Evening Functions;

Coordinate and ensure the delivery of effective transport and accommodation services. Assist with the selection of hotels for all groups and assist with the negotiation of agreements.

For all events print all materials, e.g. tickets; car park passes; ticket wallets; posters and flyers; hospitality brochures; food vouchers; volunteer manuals. Assist in the creating of the artwork for events.

KNOWLEDGE & EXPERIENCE

Technical: Word & Excel & PowerPoint to intermediate. Event organisation experience within corporate events industries.

PLEASE ONLY APPLY IF YOU LIVE WITHIN A COMMUTABLE DISTANCE OF THIS LOCATION.

Please note your CV will be reviewed against the vacancy criteria and we will contact you within one week if we wish to progress your application any further.

Copperfield Recruitment Ltd are acting as a recruitment agency in relation to this vacancy and are an equal opportunities employer.