Title: Events Assistant (contract mid March – mid June)

Reporting to: Operations Manager

Team: Operations, Informa Telecoms & Media

At Informa plc, anything is possible. We are a leading Media organisation with activities spanning Publishing, Events and Performance improvement across a number of specialist market sectors. A FTSE-250 company with offices in 40+ countries and over 10,000 high calibre people worldwide, we can offer ambitious people like you everything you need to succeed.

Our busy West-End based Telecoms and Media (ITM) operations team is seeking an Events Assistant to join the team for a 3-month contract. This is a support role where you will be working closely with a team of 11 organisers helping them with administrative jobs to ensure the smooth running of 40 events. The candidate should be a quick learner, have outstanding admin skills, be able to work quickly, take initiative, be able to multi-task, have a polite phone manner, bubbly personality and ability to stay calm under pressure. Proficiency in word and excel is a must.

Duties and responsibilities for this role include:

Organising Duties / ·  Data entry, management of speaker, exhibition and awards databases
·  Supervised Speaker, Exhibitor and Sponsor Liaison: Send out speaker packs and exhibitor manuals, book accommodation, travel, AV, obtain presentations, biographies, photos, logos, company profiles, adverts, fascia names, Health & Safety forms
·  Prepare credit card event expenses
·  Booking flights and accommodation
·  Checking information on websites
·  Liaison with Call Centre/Customer Services & management of bookings for events
·  Convert presentations from powerpoint into pdfs and upload presentations onto websites
·  Supervised liaison with suppliers such as venue, A/V, printers, travel and accommodation agency.
·  Arrange AV, documentation production, shipment, delegate lists, badges for events and travel & accommodation for staff under supervision
·  Set up and run registration, take payment and debt collection
·  On the day event liaison with suppliers, ie catering, AV, venue
·  Post event follow up and completion as per the event checklist
·  Prepare budget and statement of income
·  General admin duties such as filing, tidying, photocopying
Other Duties / ·  Willing to be a team player and help out with a diverse range of tasks throughout the department
·  A completer, finisher and have good attention to detail
·  Using the internet for research and learning
·  Organised and able to prioritise your workload in line with the tasks for which responsible and work against tight timescales
·  Have a professional but friendly attitude towards clients and are customer facing at all times
·  Have a methodical and logical outlook
·  Apply common sense and practicability to situations
·  Have a good basic level of literacy, sound numerical skills and are IT competent
·  Have the ability to apply yourself to the mundane tasks inherent in event management
·  Present a professional, smart and tidy image at all times
Skills & Qualities / ·  Organised, able to multitask and work under pressure
·  Able to work on various projects at the same time
·  Confident with IT including Microsoft packages
·  Ability to work as part of a team but also on own initiative
·  Forward thinking, flexible and able to trouble shoot
·  Excellent customer service skills with a meticulous eye for detail
·  Good humoured
·  Excellent speed and accuracy in typing skills