Events Assistant

Role Overview

The Internal Events Assistant is responsible for supporting the logistic set ups, planning, coordination, and delivery of internal events across two buildings, ensuring a seamless and high quality experience for clients. The role is logistics heavy and requires strong organizational skills, attention to detail, and the ability to work collaboratively with cross-functional partners and the wider team to deliver an excellent standard of service.

A key part of the role is building and maintaining strong client relationships, anticipating event requirements, and ensuring all logistical and operational needs are managed efficiently from initial planning through to event completion.

Key Responsibilities

Event Coordination and Logistics

• Coordinate and support the delivery of internal events across two buildings, ensuring all logistical requirements are managed effectively.
• Utilise the internal event management tool to log, track, and manage event requests, ensuring all event details, requirements, and updates are accurately recorded and communicated to relevant clients.
• Raise, assign, and monitor tasks through facilities task systeml, coordinating with cross-functional teams to ensure actions are completed within agreed timelines and any outstanding requirements are followed up proactively.
• Work closely with event hosts to understand their requests, requirements, and expectations, providing proactive support throughout the event planning and delivery process.
• Assist with event setup, room preparation, equipment requirements, scheduling, and other operational arrangements.
• Support the coordination of multiple events simultaneously, ensuring priorities are managed effectively and deadlines are met.
• Respond to last-minute changes and requests, maintaining a flexible, solutions-focused approach.

Client and Stakeholder Relationship Management

• Build and maintain positive, professional relationships with clients, event hosts.
• Act as a key point of contact for event-related queries, ensuring requests are handled promptly and professionally.
• Proactively identify client needs and work to deliver a seamless, personalised, and high-quality event experience.
• Communicate effectively with clients and colleagues to ensure expectations are aligned and requirements are delivered.

Cross-Functional Collaboration

• Work closely with cross-functional partners, facilities, security, catering, workplace services, and other relevant teams to ensure the smooth delivery of events.
• Collaborate with the immediate team and wider business to coordinate resources, share information, and resolve operational challenges.
• Ensure all teams involved in an event are briefed on relevant requirements and timelines.
• Contribute to continuous improvement by identifying opportunities to enhance event processes, service delivery, and the overall client experience.

Vendor Management and On-Site Support

• Coordinate vendor access, escorting, and on-site activities in line with building procedures and security requirements.
• Support vendor scheduling and liaison to ensure services and deliveries are completed efficiently and on time.
• Assist with vendor logistics, including access arrangements, setup, breakdown, and adherence to site policies.
• Maintain a professional and welcoming environment for vendors, clients, and event attendees across both buildings.

Operational Excellence

• Ensure events are delivered to a consistently high standard, with a strong focus on service excellence, professionalism, and attention to detail.
• Manage event-related tasks and priorities across both buildings, adapting to changing business and client needs.
• Identify and address potential logistical challenges proactively, escalating issues where appropriate.
• Maintain clear communication, accurate event information, and effective coordination to support seamless day-to-day operations.

Key Skills And Experience

• Experience in internal events, event coordination, hospitality, workplace operations, or a similar client-facing role.
• Strong organisational and logistical coordination skills, with the ability to manage multiple priorities in a fast-paced environment.
• Excellent communication and interpersonal skills, with a strong focus on client service.
• Ability to build effective relationships with clients, vendors, and cross-functional clients.
• A proactive, flexible, and solutions-oriented approach to problem-solving.
• Strong attention to detail and the ability to anticipate requirements and respond to changing needs.
• Confidence working independently while contributing effectively to a collaborative team.
• Ability to manage operational responsibilities across two buildings and adapt to different site requirements.

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