Events Administrator, £28K, hybrid, C.London
Permanent
Department:
OGGS Reporting To:
Event Operations Manager Salary:
£28,000 per annum Hours:
36.25 hours per week Holiday:
23 + 2 nominated days per year Date of Advertisement:
13/1/25 Closing Date:
22/1/25 Interview Date:
TBC The Organisation:
The Institution of Civil Engineers (ICE) is an international membership organisation that promotes and advances civil engineering around the world. ICE is a qualifying body, a centre for the exchange of specialist knowledge, and a provider of resources to encourage innovation and excellence in the profession worldwide. The headquarters for ICE are based in One Great George Street which doubles as an award-winning central London conference centre, event, and wedding venue. The Role: The Events Administrator plays a vital role in supporting the Events Operations Team within ICE. You will be responsible for providing administrative support for a variety of events, including conferences, lectures, seminars, webinars, and internal meetings. This role offers the opportunity to work in a fast-paced environment and gain valuable experience in the events. Duties and Responsibilities:
Customer Service
Respond to delegate enquiries promptly and professionally via phone, email, and in person. Process delegate registrations and ensure accurate booking. Monitor event and paper inboxes to ensure timely communication. Prepare and distribute pre-event materials to delegates. Liaise with other departments to create targeted guest lists for specialised events. Communicate with speakers regarding presentations and audio-visual requirements. Manage sponsor and exhibitor contracts, ensuring their needs are met. Attend and assist with the running of events, both virtual and in-person. Operational Tasks
Generate KPI reports to monitor departmental performance. Prepare detailed event reports for staff use on event days. Manage delegate badge and information production for smooth registration. Process technical synopsis and paper submissions, storing information accurately. Record meeting minutes (occasionally) to maintain accurate records. Extract data and compile reports to ensure up-to-date information for future events. People Management
Train new or temporary staff on departmental processes and procedures. Order necessary office supplies. Manage printing to ensure event collaterals are prepared on time. Order catering (if applicable) to enhance the attendee experience. Process registration fees to confirm delegate bookings. Process delegate fee refunds efficiently. What we are looking for:
Experience in an office/Administrative environment. A flexible approach and ability to solve problems independently. Experience using a database or CRM system (preferred). Excellent verbal and written communication skills. High level of attention to detail. Experience working on multiple projects simultaneously and meeting deadlines. Proficiency in Microsoft Word and Excel. Customer focus, self-motivation, strong organisational skills, and teamwork abilities. Experience in events or conference administration (advantageous). ICE Group benefits include:
Hybrid: Mon-Fri, 2 days a week in C.London offices, the rest Remote. 25 days annual leave plus Bank Holidays. Shutdown over Christmas period. Annual £100 allowance towards your well-being
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OGGS Reporting To:
Event Operations Manager Salary:
£28,000 per annum Hours:
36.25 hours per week Holiday:
23 + 2 nominated days per year Date of Advertisement:
13/1/25 Closing Date:
22/1/25 Interview Date:
TBC The Organisation:
The Institution of Civil Engineers (ICE) is an international membership organisation that promotes and advances civil engineering around the world. ICE is a qualifying body, a centre for the exchange of specialist knowledge, and a provider of resources to encourage innovation and excellence in the profession worldwide. The headquarters for ICE are based in One Great George Street which doubles as an award-winning central London conference centre, event, and wedding venue. The Role: The Events Administrator plays a vital role in supporting the Events Operations Team within ICE. You will be responsible for providing administrative support for a variety of events, including conferences, lectures, seminars, webinars, and internal meetings. This role offers the opportunity to work in a fast-paced environment and gain valuable experience in the events. Duties and Responsibilities:
Customer Service
Respond to delegate enquiries promptly and professionally via phone, email, and in person. Process delegate registrations and ensure accurate booking. Monitor event and paper inboxes to ensure timely communication. Prepare and distribute pre-event materials to delegates. Liaise with other departments to create targeted guest lists for specialised events. Communicate with speakers regarding presentations and audio-visual requirements. Manage sponsor and exhibitor contracts, ensuring their needs are met. Attend and assist with the running of events, both virtual and in-person. Operational Tasks
Generate KPI reports to monitor departmental performance. Prepare detailed event reports for staff use on event days. Manage delegate badge and information production for smooth registration. Process technical synopsis and paper submissions, storing information accurately. Record meeting minutes (occasionally) to maintain accurate records. Extract data and compile reports to ensure up-to-date information for future events. People Management
Train new or temporary staff on departmental processes and procedures. Order necessary office supplies. Manage printing to ensure event collaterals are prepared on time. Order catering (if applicable) to enhance the attendee experience. Process registration fees to confirm delegate bookings. Process delegate fee refunds efficiently. What we are looking for:
Experience in an office/Administrative environment. A flexible approach and ability to solve problems independently. Experience using a database or CRM system (preferred). Excellent verbal and written communication skills. High level of attention to detail. Experience working on multiple projects simultaneously and meeting deadlines. Proficiency in Microsoft Word and Excel. Customer focus, self-motivation, strong organisational skills, and teamwork abilities. Experience in events or conference administration (advantageous). ICE Group benefits include:
Hybrid: Mon-Fri, 2 days a week in C.London offices, the rest Remote. 25 days annual leave plus Bank Holidays. Shutdown over Christmas period. Annual £100 allowance towards your well-being
#J-18808-Ljbffr
