Event Administrator

Events Administrator

5 days in the office

Owen Reed is looking to recruit a top Event Administrator for a top law firm in London.

Key Responsibilities

• Act as the first point of contact for event-related enquiries and ensure excellent client experience.
• Support the Client Services Team in their daily responsibilities when working within events
• Provide on-site operational support including responding to AV requests, answering phones, and general event coordination.
• Responsible to adopting a flexible attitude to working hours based on business demands.
• Manage all events bookings within the Cannon Place event space using the firm's booking systems and databases.
• Liaise with internal teams including Hospitality, AV, Cleaning and Facilities to ensure all event requirements are met and executed to a high standard.
• Coordinate with the Marketing & BD Events team to support centrally organized events hosted on-site.
• Collaborate with internal stakeholders and external hosts to ensure seamless event delivery from planning through to post-event debrief.
• Monitor the upkeep and readiness of event spaces, ensuring cleanliness, appropriate setup, functioning AV equipment, and professional presentation.
• Arrange catering, audio-visual setup, and technical requirements for events in line with specifications.
• Ensure compliance with the firm’s business development and event policies, including the event approval process.
• Running regular meetings to maintain regular communication with key departments to support the smooth running of all scheduled events.
• Work with the finance team to ensure accurate tracking of event costs, including correct cost coding, invoicing, and reconciliation of expenses.
• Comply with all site security procedures and health & safety regulations.
• Oversee and manage ad hoc courier and hand-delivered items relating to events.
• Liaise with IT and AV suppliers for specialist equipment support, fault reporting, and issue resolution.
• Set up and support the use of conference room technology, including laptops, projectors, screens, teleconferencing equipment, video conferencing tools, Microsoft Teams/Lync pods, and other AV systems.
• Assist in the development and implementation of standard operating procedures for events and room usage.
• Support post-event reporting, including gathering feedback and evaluating event success.
• Manage or support event delegate lists, invitations, check-in and check-out and follow-ups using CRM systems or event software.
• Maintain inventory of event materials, equipment, and supplies.
• Assist with training new joiners or temporary staff on event protocols and AV systems.
• Support Management with project work, reporting or analytics where needed.

About You

• Proven working knowledge of customer service experience.
• A working knowledge of Microsoft Office, Manhattan Datacraft desirable
• Ability to set up and troubleshoot IT and audio-visual equipment.
• Highly organised. Able to plan and prioritise the work of self and others.
• Ability to suggest and deliver creative/innovative solutions
• Good interpersonal skills, flexible to work with a range of styles and personalities
• Ability to maintain standards when under pressure.
• Able to build strong relationships with key stakeholders
• Responsible to adopting a flexible attitude to working hours based on business demands