Events & Travel Assistant

South East London
21 Aug 2019
23 Aug 2019
Contract Type
Full Time
We are looking for an Events and Travel assistant to join our Business Services team in London.

The Position:

• Producing reports from travel system

• Update users on travel system

• Liaising with suppliers for travel and events, building good relationships, keeping product knowledge up to date

• Assist M&E Manager with development, production and delivery of projects from proposal right up to delivery.

• Assist with delivery of high quality events, keeping to strict deadlines

• Setting, communicating and maintaining timelines and priorities on every project

• Communicating, maintaining and developing client relationships

• Assisting with administrative functions to ensure specific projects are delivered efficiently

• Travelling to on site inspections and assisting with on the day project management

• Ensuring excellent customer service and quality delivery from planning through to delivery of all events and projects

• Taking concise event briefs & advising the business of best practice

• Produce detailed proposals for events

• Researching, Securing and booking a suitable venue or location;

• Preparing delegate packs and papers/printing or online material (with use of event Apps)

• Coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly;

• Dismantling and removal of the event and clearing the venue efficiently;

• Liaising with the venues and suppliers to ensure all final details are met

• Sending invitations, monitoring numbers for events, updating venues

• Collating, printing, shipping materials

• Processing of invoices

• Keeping accurate records of costs for reporting

• Act as a travel super user for the firm, advising staff how to use the system

What to expect:

• A friendly, busy team, high energy, high volume. Must be able to adapt to change and be solution focused.

• Flexible working, a large proportion of time will be spent in the office based in London but you will also need to embrace flexible and agile working with travel to visit internal clients, Partners, Venues and other key suppliers and also with the option to work from home when needed.

• Travel within the UK and occasional overnight stays will be involved as you will need to deliver events onsite

• Your contracted hours would be 09.15-17.15 Mon-Fri however; some flexibility will be needed around the actual delivery of the event.

The Requirements

• Previous experience within a similar role would be beneficial

• Ability to adapt flexibly to new priorities and additional tasks

• The ability to work as part of a team, and on your own initiative, is essential, along with the skills to be flexible, multitask and work to demanding deadlines in a busy working environment

• Proficient IT skills