Event Assistant (FTC - 1 Year)

To assist the Event Services team with the organisation and smooth running of the portfolio of IET events throughout the year.  Working closely with Event Executives and the Events Customer Services team to produce professional events for the IET.

Reports to: Group Manager, Event Service

Accountable to: Manager, Events Production and Services

Hours: 35 hours per week, exclusive of meal breaks, plus as many as required to fulfil the needs of the post

Band: Band B

Location: Michael Faraday House, Six Hills Way, Stevenage

Job Summary

To assist the Event Services team with the organisation and smooth running of the portfolio of IET events throughout the year.  Working closely with Event Executives and the Events Customer Services team to produce professional events for the IET.

Main Duties and Responsibilities (Not necessarily in priority order)

  • To be responsible for some aspects of organising specific events in timely fashion for IET Event Services Department and IET Services, (as allocated by the Group Manager, Event Services) including:
    • Liaise with authors for conferences including submission system;
    • To be responsible for the preparation and dispatch of joining instructions to all event delegates on allocated events;
    • Dealing with suppliers of event equipment, materials, ensuring quality;
    • Producing header slides;
    • Producing delegate lists, badges, place cards and any other event materials;
    • Assisting in any other activity appropriately needed by the Event Executive;
    • CD-Rom, USB or book production which includes some html work;
    • To produce attendance certificates for events.
  • To answer general requests for information on IET events.
    • To be a point of call on event websites;
    • To monitor at least one generic events email inbox;
    • To assist Customer Service team in being a good communicator and providing top class “customer service”.
  • Effectively work with the event team on a portfolio of events.
    • Efficient communication and teamwork.  Ensuring the whole team are kept updated with developments and individuals are treated professionally in all cases.  The team consist of:
      • Event Producer;
      • Marketing Executive;
      • Sponsorship Sales Executive;
      • Event Executive;
      • Customer Service;
      • Any other members of the extended team as appropriate.
  • To attend and support all meetings of event organising committees, sub-committees and working groups
    • Prepare meeting documents if appropriate;
    • Take minutes if appropriate.
  • To attend events involved with, as appropriate, ensuring professional delivery on site.
    • To be part of a team of staff working on the event both in the office and, on occasion, on-site at an event;
    • To deputise for the Event Executive on site during the registration process and, where applicable, throughout the event;
    • To sit in on some sessions and act as problem solver in the room;
    • To be highly proficient on PowerPoint and other aspects of onsite delivery of presentations;
    • To comply with all IET PCI regulations;
    • To be familiar with the Health and Safety and Fire policies for the company and the venue and to attend mandatory updates where required.
  • To undertake any other duties and projects at the request of the line manager.
    • To take on any training courses or company briefing sessions as nominated by the line manager;
    • When required, to attend other team members’ events and assist on site as appropriate.

This job description is intended as a general guide to the scope of the post and may change in line with the needs of the service or at the request of the line manager.

Person Specification:

Essential Criteria:

  • Educated to at least A Level or equivalent level;
  • Excellent organisation skills with the ability to juggle several tasks at once to meet strict deadlines;
  • Ability to work methodically and accurately;
  • Strong interpersonal skills, with the ability to build effective relationships with a wide range of people;
  • Strong verbal and written communication skills;
  • Good telephone manner;
  • Excellent customer service skills and awareness;
  • Proactive and enthusiastic outlook;
  • Computer Literate with a good working knowledge of MS Word, Excel, Outlook and experience of using databases;
  • Must be a good team player;
  • Able to travel and stay overnight when required.

Desirable

  • Some relevant work experience in the events industry;
  • An understanding of PowerPoint;
  • Experience of working in a business office environment;
  • Proof reading skills/experience;
  • Good working knowledge of current social media platforms.

 

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