Events and Administration Assistant (Part-Time)

The British and Irish Association of Zoos and Aquariums (BIAZA) is a charity governed by the BIAZA Board of Trustees. Its mission is to support and serve its members in working towards a sustainable future for all species. BIAZA Executive Office staff deliver support and services to the membership and are responsible for the day-to-day management of the Association.

We are looking for an organised, enthusiastic and proactive individual to join our team as an Events and Administration Assistant. This is a varied role within a small charity, providing an opportunity to gain experience across event organisation, corporate sponsorship administration and general office support. You will play an important part in helping us organise and deliver our events, including conferences, workshops and meetings. You will also support our corporate sponsorship activities, helping to maintain positive relationships with sponsors and ensuring they receive the benefits and recognition agreed with them. Alongside this, you will provide general administrative support to colleagues across the organisation, helping to ensure the smooth and effective running of our day-to-day activities.

This would suit someone who enjoys being organised, working with people and getting involved in a variety of tasks. You don't need to have extensive experience, but you will need a positive attitude, good organisational skills and a willingness to learn.

What will you be doing?

• Helping to organise and coordinate the practical arrangements for conferences, workshops, meetings and webinars
• Liaising with BIAZA committees and working groups, venues, speakers, suppliers and delegates
• Managing event bookings and registrations and responding to attendee enquiries
• Preparing event programmes, joining instructions and other materials
• Providing practical support at events, including welcoming attendees and helping with event set-up and delivery
• Assisting with post-event administration and feedback

Corporate sponsor support

• Helping to coordinate the administration of our corporate sponsorship arrangements
• Maintaining accurate sponsor records and contact details
• Assisting with sponsor communications and responding to routine enquiries
• Helping to ensure sponsors receive the benefits and recognition agreed with them
• Supporting sponsor activities and events

General administration

• Providing administrative support to colleagues across the organisation
• Maintaining databases, spreadsheets and contact records
• Assisting with correspondence, meeting arrangements and preparation of documents
• Supporting the day-to-day running of the office

About You

• Is well organised, with good attention to detail and the ability to manage a range of tasks
• Has good written and verbal communication skills
• Is confident using Microsoft Office, particularly Outlook, Word and Excel
• Enjoys working with people and is comfortable communicating with a range of external contacts
• Is reliable, conscientious and takes pride in completing tasks to a good standard
• Can work independently on allocated tasks but is also happy to ask questions and seek guidance when needed
• Has a flexible and positive approach and is willing to get involved in different aspects of BIAZA's work
• Enjoys working as part of a small, supportive team
• Has English and Maths GCSE (or equivalent) at grade 4 or above
• Has experience of using Canva, or other design software (desirable)
• Has experience of organising/coordinating multi-stakeholder events and budgets (desirable)

Previous experience in administration or event organisation would be helpful but is not essential. We are more interested in finding someone with the right attitude, organisational skills and enthusiasm to develop in the role.

What We Offer

• The opportunity to work in a friendly, supportive team within a small charity
• The opportunity to develop skills and experience in events, administration and sponsor engagement
• The chance to contribute to the work and impact of BIAZA
• 25 days annual leave plus bank holidays pro rata
• Flexible working opportunities

Additional Information

This role will be mainly home based, however, regular travel to London for team meetings will be required. There will also be a requirement to visit members and attend workshops, conferences and networking events around the UK and Ireland. These may occur in the evenings or at weekends. BIAZA is committed to creating a diverse and inclusive workplace and is proud to be an equal opportunities employer. We positively encourage applications from suitably qualified and eligible candidates, regardless of age, sex, race, disability, sexual orientation, gender reassignment, religion or belief, marital/civil partnership status, or pregnancy and maternity. Interviews will take place online in the week of Monday 4th January. All applicants must have the legal right to work in the UK.