Events Assistant

AMBA & BGA is currently recruiting for an Event Assistant to support the events team in delivering the comprehensive global events calendar for AMBA & BGA

Job Title:

 

Events Assistant

 

Reporting to:

 

Events Manager

 

Department

 

Events

 

Job Purpose Summary:

 

To support the events team in delivering the comprehensive global events calendar for AMBA & BGA. AMBA & BGA run multiple in-person conferences and events across all 6 continents on an annual basis.
Key Responsibilities and Accountabilities:
  •  Supporting the events team on all AMBA & BGA events. Tasks will include but not limited to:-

– collecting biographies and photographs of speakers and         sponsors

– supporting with organising travel logistics and expenses         for staff, speakers and sponsors

– creating delegate information documents

– database management

– collating material and liaising with Marketing

 

  •  Keeping the events main inbox up to date ensuring that all queries have been answered or have been forwarded to the correct department.

 

  • Working with the Events Manager to ensure that all delegate information for each event is correct, this will include:-

– any dietary requests

– any access requirements

– management of attendance lists for subsidiary events               (dinners/tours etc)

 

  • Assist with administration tasks relating to the AMBA & BGA Excellence Awards. This will include:-

– assisting with the preparation of judging packs

– following up with judges to ensure we adhere                            to internal deadlines

– collating the judges’ scores to create the final results for          each category

– co-ordinating with the judges and finalists to schedule            dates/times for panel interviews

 

  • Attending the AMBA & BGA events as required to support with on the day events logistics. Typical tasks could include:-

– answering delegate queries

– assisting with registration

– ongoing management of changes to attendance lists –             set up and breakdown of the event

 

  • Assisting in the day to day administration of the events office. This could include:-

– answering enquiries by email and telephone

– researching suppliers

– maintaining events materials and stock levels

– managing the departmental inboxes

– maintaining CRM & event databases

 

  • To comply with Data Protection legislation and AMBA & BGA procedures

 

  • Carrying out any other appropriate duties as required by the business

 

  • Proven sound administrative experience
Qualifications, Skills and Experience:

 

The successful candidate will be tactful, diplomatic and enthusiastic and possess the administrative ability to support AMBA & BGA’s events programme.

Essential skills:

  • Outstanding customer service skills
  • Data protection awareness and knowledge and ability to handle sensitive and confidential information with complete discretion
  • Proven experience of working on multiple projects
  • Excellent oral and written communication skills
  • Excellent interpersonal skills
  • Proficiency with Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
  • Excellent time management skills
  • Strong administration skills
  • Meticulous attention to detail
  • Understanding of IT systems and AV equipment would be desirable
Key Competencies:

 

  •  Collaborative and team player
  • Highly organised
  • Flexible approach to work
  • Ownership of tasks
  • Multitasking
  • Close attention to detail
  • Curiosity and Drive – a willingness to learn about the HE sector
  • Reliability

 

Location:

 

Top floor, 3 Dorset Rise, with a degree of hybrid working

 

Hours of Work:

 

 

35 hours per week (the postholder may be required to work some evenings and weekends to fulfil the requirements of the role, for example if attending events internationally or nationally as required)

 

 

Salary:

 

Competitive

 

Date Prepared:

 

January 2023

 

To apply, please send your CV and covering letter to recruitment@associationofmbas.com.

Due to the volume of our applications, we will only reply to successful candidates. We would like to thank you for your interest in AMBA & BGA.

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