Events Administrator

The Association for Financial Markets in Europe (AFME) represents a broad array of European and global participants in the wholesale financial markets. Its members comprise pan-EU and global banks as well as key regional banks, brokers, law firms, investors and other financial market participants. We advocate stable, competitive, sustainable European financial markets that support economic growth and benefit society.

Purpose of the role: AFME is the leading trade association for the wholesale banking industry in Europe focusing on a wide range of markets and banking regulation issues and offering a pan-European perspective. Our events bring together influential industry leaders, policy makers, regulators and other stakeholders from across the financial markets to engage on the most pressing issues facing capital markets in the EU and UK. We host a dynamic calendar of annual events, including meticulously curated conferences, topical webinars and networking dinners, which give participants the chance to engage with thought-provoking content, exchange ideas and make valuable connections. For many members, these events are the only time they come into direct contact with AFME so the quality of member experience, the value of the content and the planning and execution must be of the highest standards.

Role summary: We are looking for an Event Administrator who will play a key role in supporting the delivery of our conferences, dinners, webinars and internal engagement activities. The Event Administrator will provide essential administrative and logistical support pre-event, onsite and post-event.

Key Responsibilities

• Event Administration: Delegate management - data collation and input for events, i.e. event registrations, events mailing lists and updating contact details. Manage delegate enquiries, ensuring timely responses and follow up if required. On-site registration management. Support event manager on-site with conference set-up and event delivery (e.g. membership stand, signage, carrying out delegate surveys etc). Pre-event administration and coordination of tasks such as preparing event material to send to venues, shipping and delivery, delegate lists, booking couriers, name badges, signage preparation, as well as sourcing collateral and managing stock, etc. Management of post-event feedback evaluation forms and production of summary reports. Follow project plans, working with senior event manager to ensure agreed deadlines are met.
• CRM, CMS, Website & other event tech (e.g. Event App): Set up and test event registration/website page. Update website with both speaker and sponsor information. Ensure event webpages are up-to-date and accurate. Preparation and collation of delegate reports and accurate attendee lists. Data cleaning/management. On events which have an Event App, upload content to the App and produce user guide and information emails to share with sponsors and delegates.
• Sales Support: Raise sponsor contracts, maintain accurate records of communication and sponsor files. Raise and issue sponsor invoices. Send, collect and collate sponsor materials (e.g. logos, company biographies). Manage sponsor onboarding, ensuring all contract deliverables are met. Accurately record and maintain sponsor details and deliverables in master tracker.
• Programme/content Support: Send, collect and collate speaker materials (e.g. name, job title, company, photo, biography). Manage speaker onboarding, including scheduling panel prep calls.
• Financial Support: Raise and issue manual delegate invoices (i.e. those not booked directly online). Assist online bookers with any issues in their registration journey. Monitor payment collections and follow up on all outstanding sponsor and delegate invoices, working closely with Finance as required.
• Marketing Support: Create registration confirmation HTMLs and send updates. Liaise with Marketing/Comms team to manage the registration process for press, event endorsers and media partners.
• Event Management (as and when required): Take responsibility for small AFME events, including budget and venue management. Coordinate internal functions and resources to ensure projects are on schedule and within budget. Engage with internal business divisions to facilitate effective support, management and messaging in the delivery of all events. Manage sponsors and partners. Work with the Marketing Manager to produce event marketing and communication strategies to support promotion and attendance in line with AFME brand values.

Skills, Knowledge and Expertise

• Essential: Minimum of two years’ experience working as an administrator (ideally within the events industry). Enthusiastic, highly organised, proactive candidate with exceptional administrative skills. Excellent oral and written communication skills. Ability to work to tight deadlines, juggle multiple projects and deliver under pressure. Excellent team player but can work independently, demonstrating use of own initiative. A mature approach with excellent client and supplier handling skills. Strong attention to detail skills. IT literate, especially with Microsoft Office.
• Desirable: Effective and efficient knowledge of Canva, Adobe, Microsoft Dynamics. User experience/knowledge of event registration systems (ideally with a CRM system). Other European Language.

Benefits

The Association for Financial Markets in Europe (AFME) provides an excellent benefits package for employees and their eligible dependents. The benefits package includes: 27 days Annual Holiday Allowance, Additional 1 day Birthday Holiday, Additional 3 days Christmas Holiday, Private Medical Insurance, Health Cash Plan, Dental Insurance, Employee Assistance Programme, Pension Scheme – AFME contributes 10% of an employee’s basic salary, Life Assurance of 4x base salary, Income Protection Insurance, Worldwide Business and Leisure Travel Insurance, Season Ticket Loan, Cycle to Work Scheme, Workplace Nursery Benefit, 4pm Friday Finish, Hybrid working and flexi-start/finish times.