Events Assistant

• Supporting the events team on all AMBA & BGA events. Tasks will include but not limited to:-

          – collecting biographies and photographs of speakers              and sponsors

         – supporting with organising travel logistics and              expenses for staff, speakers and sponsors.

         – creating delegate information documents

         – database management

        – collating material and liaising with Marketing

• Keeping the events main inbox up to date ensuring that all queries have been answered or have been forwarded to the correct department.
• Working with the Events Manager to ensure that all delegate information for each event is correct, this will include:-

– any dietary requests

– any access requirements

– management of attendance lists for subsidiary events               (dinners/tours etc)

• Assist with administration tasks relating to the AMBA & BGA Excellence Awards. This will include:-

– assisting with the preparation of judging packs

– following up with judges to ensure we adhere to                         internal deadlines

– collating the judges’ scores to create the final results for each category

– co-ordinating with the judges and finalists to                              schedule dates/times for panel interviews

• Attending the AMBA & BGA events as required to support with on the day events logistics. Typical tasks could include:-

         – answering delegate queries

         – assisting with registration

         – ongoing management of changes to attendance lists

         – set up and breakdown of the event

• Assisting in the day to day administration of the events office. This could include:-

– answering enquiries by email and telephone

– researching suppliers

– maintaining events materials and stock levels.

– managing the departmental inboxes

– maintaining CRM & event databases

• To comply with Data Protection legislation and AMBA & BGA procedures
• Carrying out any other appropriate duties as required by the business
• Proven sound administrative experience

Essential skills:

• Outstanding customer service skills
• Data protection awareness and knowledge and ability to handle sensitive and confidential information with complete discretion
• Proven experience of working on multiple projects
• Excellent oral and written communication skills
• Excellent interpersonal skills
• Proficiency with Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
• Excellent time management skills
• Strong administration skills
• Meticulous attention to detail
• Understanding of IT systems and AV equipment would be desirable

• Collaborative and team player
• Highly organised
• Flexible approach to work
• Ownership of tasks · Multitasking
• Close attention to detail
• Curiosity and Drive – a willingness to learn about the HE sector · Reliability