O260400 - Events Administrator in City of Westminster

One Great George Street is a prestigious, Grade II listed venue nestled in the heart of Westminster, London. This stunning Edwardian building, known for its iconic four-domed architecture, offers exceptional facilities for conferences, meetings, galas, dinners, receptions, and weddings. It also serves as the headquarters of the Institution of Civil Engineers — a globally respected body dedicated to promoting innovation, knowledge exchange, and excellence in civil engineering.

We are currently seeking an Events Administrator to provide support to events operations staff with the administration of their events to ensure a positive delegate experience. These will include conferences, lectures, seminars, webinars, ICE corporate functions and meetings and other ad hoc events with up to several thousand attendees.

Key Responsibilities

• Answering delegate queries both electronically, over the phone, and in person promptly to ensure a high standard of customer service.
• Registrations, booking amendments, and cancellations of delegates to ensure accurate records are kept.
• Monitoring events/papers in box to ensure that all communication is answered in a timely manner.
• Setting up online events on the preferred platform, communicating speaker login details.
• Supply pre-event communication to delegates to ensure delegates receive correct and accurate information.
• Compile final attendee lists, and send post-events surveys to delegates.
• Work with other departments to create specific guest lists for specialist topic events.
• Communicate with authors, speakers regarding presentations and audio-visual requirements.
• Administration of sponsor and exhibitor contracts, ensuring their requirements are met.
• Preparing KPI reports to monitor department performance.
• Preparation of event reports to ensure that all event details are correct for staff use on the day.
• Preparation and issue of delegate badges and event materials for use on the day.
• Processing submissions of technical synopses and papers on the database and liaising with authors accordingly.
• Record minutes at meetings (occasional) to ensure records are accurately kept.
• Extracting information from files or systems and compiling reports in standard formats.
• Demonstration of tasks for new or temporary staff as required.
• Ordering stationery to ensure the office can operate efficiently.
• Ordering printing to ensure that all collaterals are ready for events.
• Ordering catering to ensure positive customer experience for attendees.
• Processing registration fees and issuing refunds.
• Assisting on the day at events with registration, front of house/on-line troubleshooting, ensuring that good customer service is always maintained.
• Occasional early morning and evening work is required on weekdays only.

About You

• Proficient in Microsoft Word and Excel.
• Comfortable with rapidly changing priorities and working to deadlines.
• Excellent oral and written communications skills.
• High level of attention to detail.
• Experience gained within an office/administration environment.
• A flexible approach and the ability to solve minor problems independently are key.
• Experience using a database or CRM.
• Events or Conference administration experience would be advantageous.
• Experience with digital event platforms would be advantageous.
• Experience of working across a number of projects simultaneously and to deadline is essential.

Qualifications

• Educated to A level or Equivalent standard.

25 days annual leave plus Bank Holidays. Shutdown over Christmas period. Annual £100 allowance towards your well-being. Discounted hot food from on-site Café bar. Up to eight percent of salary contributed to a personal pension scheme. 24-hour employee support line. Death in service benefit equivalent to one year’s salary. Interest free season ticket loan. Cycle to work scheme. Big Gym membership savings with the GymFlex scheme.

ICE Group is an equal opportunity employer and are committed to ensuring an inclusive recruitment process. We welcome applications from disabled candidates and will provide reasonable adjustments throughout the recruitment process. If you need support or an alternative format, please contact us at people.team@ice.org.uk.

General Data Protection Regulations (GDPR) 2018: The data collected via this application process will only be used by the ICE Group for the purpose of recruitment and for the performance of an employment contract if a job offer is made. This data will not be disclosed to any external sources without express consent unless required to do so by law. Unsuccessful applicants’ data, both electronic and paper will be deleted/shredded six months from date of application. For any questions or concerns about your personal data, please get in touch with our Data Protection Officer at the details provided below: Email: dataprotection@ice.org.uk. Applicants have the right to complain to the ICO at http://ico.org.uk if they have a concern with the way ICE is handling their data.