Conference and Events Assistant

Conference and Events Assistant

Directorate:  Membership, Media and Development

Reports to:

Senior Conference, Event and Partnerships Manager

Band:

A

1.1  Job purpose

The purpose  of this role is to be part of and provide all round administrative support for the
team delivering the College’s education and events strategy.

The main area of work for this role is to be the point of contact and to deliver an excellent
customer experience for event delegates throughout the event process. This will require the
development  of  in-depth  knowledge  of  College  event  processes  and  systems,  as  well  as
delivering continuous improvement in these areas.

In addition, this role assists the Education and Events Team in the delivery of tasks related to
the  day-to-day  running  of  a  portfolio  of  over  70  events  a  year,  including  event  marketing,
logistics and administration.

1.2  Key tasks and responsibilities

Customer Service

•  Handle  customer  enquiries  by  email  and  phone  for  all  events,  ensuring  queries  are

handled professionally, politely, accurately and in a timely manner

•  Maintain  all  aspects  of  the  customer  online  event  booking  process.  This  includes
making  sure  the  end-to-end  process  is  as  smooth  as  possible  and  that  delegates
receive  the  right  information  at  the  right  time  e.g.  email  confirmations,  receipts  and
event information

•  Update and maintain accurate delegate records in our events platform and CRM in

line with the College’s Data Protection Policy

•  Provide proactive and polite support at events for speaker and delegates
•  Be an advocate for our members and delegates in team meetings

Event Administration

•  Provide general administration support to the Education and Events Team
•  Prepare accurate, detailed event-specific material and documents, such as event sign

in sheets, name badges, speaker bios

•  Provide event booking and administration service for other teams in the College
•

Support  Conference,  Event  and  Partnerships  Managers  in  sourcing  and  researching
venues and materials needed to run events

•  Maintain and organise team file stores to ensure ease of use and GDPR compliance
•  Occasionally lead on the delivery of smaller events

Event Marketing

•

Support  the  promotion  and  marketing  of  College  events  to  target  audiences.  This
includes  email  marketing,  updating  the  College  website,  data  management,  social
media, and exploring new marketing channels

•  Ensure all College events are added to external event calendars

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Support the creation of event materials, including brochures and emails

•
•  Maintain event asset management and manage event stock

Event Logistics

Support the Education and Events Team with delivering events, online or face to face
Support the editing of event video recordings

•
•
•  Attend  events  and  assist  with  the  setup,  greeting  and  registration  of  participants,

directing delegates, handling of microphones and pack down

•  Demonstrate a confident presence at events and ensure the team are supported
•  Work away from home on occasion to support the delivery of events

Event Reporting and finances

•  Update delegate number reports weekly; support the collation and management of

•

event feedback
Support  the  Conference,  Event  and  Partnerships  Managers
in  the  financial
management and reporting of events, including the processing of speaker expenses
and reporting delegate income

1.3  Qualifications, skills, knowledge and experience

Strong interest in event management and professional development

•
•  Ability to handle customer queries with professionalism, precision and speed
•  Confidence organising and maintaining accurate digital records
•  Confident and professional oral and written communication
•
•
•  Ability to travel occasionally for work

Self-motivated, with a proactive approach to problem-solving and time-management
IT experience, including MS Office (or related software), databases and social media

Signature: ..................................................................................................................................

Name: ........................................................................................................................................

Date: ..........................................................................................................................................

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