Events & Admin Officer

Events & Admin Officer: Job Description

This is a great opportunity for someone organised, friendly, and confident working at the

heart of a busy organisation. We’re looking for someone who brings a steady, positive

approach and enjoys supporting people.

We welcome applications from all members of the community and are committed to an

inclusive and supportive workplace.

Please note: this is a hands-on, sometimes physically active role involving room

set-ups, moving equipment, and basic technical support.

Role Details

●  Full-time: 37.5 hours per week

●  Salary: £24,570

●  Holiday: 24 days (plus 1 extra day with each year of service, up to 5 years)

●  Reports to: Venue & Visitor Services Manager

Benefits

●  Free tickets and +1 to a wide range of Exeter Phoenix shows, cinema and

experiences

●  A free daily hot drink and free soft` drinks from the Exeter Phoenix Cafe Bar

●  50% off food from the Exeter Phoenix Cafe Bar

●  Contribution to healthcare costs via Health Shield plan (after six months)

●  CPD training opportunities

●  Ethical pension option

●  Social events

Principal Responsibilities

●  Help manage and grow our studio hire and conference bookings, working closely

with the Venue & Visitor Services Manager.

●  Lead building tours for potential hirers, advising on suitable spaces and preparing

written summaries and quotes.

●  Ensure booking documentation is completed accurately and on time.

●  Work collaboratively across the team to deliver smooth, well-organised events.

●  Help maintain a high-quality and financially sustainable hire offer.

●  Ensure rooms, equipment, and services are prepared to a consistent standard.

●

Identify new opportunities for events, partnerships, and hirer engagement.

●  Be the first point of contact for our classes and hires community, building open

and positive relationships.

●  Set up and pack down studios, including basic tech (e.g. projectors).

●  Support general building operations to maintain a safe, welcoming environment.

●  Assist the Director and Venue & Visitor Services Manager as required.

●  Co-ordinate and supervise work-experience students alongside the Venue &

Visitor Services Manager.

Specific Responsibilities

●  Operate the studio/auditorium booking system and liaise with hirers, tutors and

the technical team.

●  Ensure all hirers complete agreements and understand the terms and conditions.

●  Co-ordinate our programme of classes and workshops.

●  Carry out room and AV set-ups and takedowns (involving some lifting).

●  Help maximise income from studio and conference bookings.

●  Oversee office IT systems and liaise with external tech support when issues

arise.

●  Produce hire invoices using SAGE (training provided).

●  Support event management tasks when required, including artist accommodation

bookings.

●  Attend logistics/operations meetings, taking and circulating minutes.

●  Handle office stationery stock-taking and purchasing.

●  Respond to general public enquiries and direct them to the appropriate team

members.

Person Specification

Essential

●  Strong organisational and forward-planning skills.

●  Effective communicator with a calm, proactive approach to solving problems.

●  Alignment with our values: customer-focused, inclusive, ambitious, connected,

and honest.

●  Confidence in making and maintaining positive professional relationships.

●  Excellent written and verbal communication skills.

●  Able to work independently and collaboratively.

●  Good at prioritising and managing multiple tasks.

●  Flexible, resourceful, and steady under pressure.

●  Good IT skills.

●  Excellent IT skills

●  Previous relevant experience

Desirable qualities

●  Experience of organising conferences or similar events

●  A keen interest in and knowledge of the arts and media

●  Experience of risk assessments and health and safety legislation

●  Experience of business development in a sales environment

●  Experience of minute taking

●  Knowledge of SAGE accounting system

●  Knowledge of current health and safety guidelines

●  Knowledge of audio-visual equipment