Event Logistics Coordinator & Administration Assistant

Recent growth has opened-up a new position in our events team. This excellent learning opportunity will see the successful candidate working across a busy programme of B2B, B2GOVT and occasion public events – everything from quick turnaround training webinars to meticulously planned two-day expos. The core themes we cover are transport, people and place. Our clients are passionate about subjects like cycling and walking and eCargo bikes, placemaking and parking. Could your enthusiasm and skill help create knowledge sharing and networking events that bring this area to life?

Job Role

Event logistics and client relationship role, involving all aspects of live and virtual event delivery.

Key Responsibilities

• Working with the Principal Event Planner to manage event logistics, including travel and accommodation, venue liaison, delegate bookings, maintaining event management databases, and speaker/exhibitor coordination.
• Event delivery: Printing badges, ordering materials, setting up registration and speaker presentations, managing Q&A sessions, pre and post-event administration including audio editing and feedback.

Candidate Requirements

• Graduate calibre with excellent communication skills, organised, proactive, confident, able to work under pressure, and manage multiple projects with energy and flexibility.

Required Skills

• Strong organisational skills, initiative, flexibility, ability to multitask, and proficiency in IT.

Personal Attributes

• Positive work ethic, pro-active attitude, confidence, ability to work under pressure, and attention to detail.

We are an established independent business and are leaders in our field with a highly respected programme of up to 60 conferences, webinars, exhibitions and awards per year. You’ll join an experienced events team. From day one you’ll have real responsibility with the opportunity to make a positive impact in the organisation. It’s a great place to learn and for personal and professional growth.

Working with a small and dynamic team, this is a hands-on event role where you will be expected to grow into all aspects of event management, in a fast moving commercial environment. A varied role covering everything from helping with pre-event administration, on-site registration and liaising with venues and speakers. You will also be responsible for keeping up to date the event management database and CRM system, along with helping to raise the profile of our key portfolio of events. The ideal candidate will have excellent organisational skills and have the initiative, energy and confidence to take responsibility. A fast learner, flexible and able to manage multiple tasks and manage many projects at any one time. We will provide a supportive working environment where you will have the opportunity to make a difference in a varied, interesting role.

The role is an office-based position in London Bridge, with opportunities to work from home. The role involves travelling and staying overnight (where appropriate) across various parts of the UK to deliver events. Immediate start.

Aspects of the role in detail:

• Delegate Booking and confirmations
• Liaison with speakers once confirmed by programme manager
• Liaison with exhibitors and sponsors to allocate delegates, collect biographies/logos/supporting materials and arrange requirements
• Printing badges & speaker names tabs and co-ordinating all relevant signage/material for the event
• Sourcing materials required for events such as ordering badges/delegate pack folders etc.
• Building Marketing Lists from CRM System
• Utilise our event platforms to set-up delegate registration pages, biographies and online conference programmes
• Set-up and schedule practice sessions for clients presenting virtually.
• Registration desk set up & management
• Set up speakers’ presentations and table for each session
• Management of Q&A sessions with roaming microphone.
• Minor video and/or audio edits to erase silences or to provide promotional snapshots
• Speaker/Venue/Sponsor 'thank you' emails

Marketing

• Liaise with event producers to create direct marketing lists or offline promotional campaigns.
• Develop media partnership agreements with specified parties relevant to the conference theme to promote events
• Build sponsorship relationships

General Duties

You may also be required to carry out responsibilities outside those defined above.

What we are looking for in the ideal candidate:

• A graduate calibre candidate with excellent written, verbal and digital communication skills
• Organised with a positive work ethic
• Pro-active with a ‘can-do’ attitude
• Bright, enthusiastic, confident and a fast learner
• Able to work under pressure and manage multiple projects at one time
• Works well in a team or on own initiative
• Able to multi-task and manage your time effectively
• Competent IT skills and social media marketing ability
• Ideally the candidate would have at least 1 years’ experience in a similar role, but not essential.