Event Coordinator/ Business Assistant - Winnersh, United Kingdom - BD

Verified Company

Winnersh, United Kingdom

4 weeks ago

Posted by:

Tom O´Connor

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Description

Job Description Summary:
Events Coordinator/Business Assistant

PURPOSE
Provide a high level and professional support service. To organise and coordinate a range of internal and external events at our UKI Headquarters.

Responsibilities
Safety & Innovation Hub (SIH) - 3rd Floor

Plan and support event delivery from start to finish according to requirements, target audience and objectives.
Be the goto person in the organisation for advice and support with internal meeting and events.
Further develop inventory, checklist and guides for event set up
Preevent set up and clear down (turn on, turn off), replacing used items
Identify and support delivery enhancements, work with IT and facilities to further develop our offer.
Update the internal event tracker to ensure no clashes in the SIH area
Manage bookings of the SIH to ensure best use of space.
Track and communicate budgets, support most costeffective routes.
Assist and organise large scale meetings, source and negotiate with vendors and suppliers.
Support promotional activities for the event.
For external events, work with and take ownership for AV suppliers, hotels, caterers etc.
Ensure events are completed smoothly and step up to resolve any problems that might occur.
Work closely with Marketing, Creative Services, HR and other internal departments.
Communicate and schedule events in a timely manner.

Business Assistance

Work with the wider EST and help support with other administrative duties and holiday cover as and when required.
To provide assistance to the UKI Leadership Team to enable them to be highly effective
To handle confidential business matters and ensure compliance with confidentiality policies and procedure.
To act as the first point of contact and liaison for both internal and external stakeholders, suppliers, clients, policy makers, and key decision makers.
Organise internal and external meetings, prepare/send out agendas, coordinate logistics, compile and distribute required documents and presentations.
Prepare and send out minutes and follow up actions
Assist in the preparation and generation of reports, presentations and data
Onboarding of new associates
Support and promote BD values and company culture with a positive and flexible manner with a view to building relationships built on trust and discretion. Particularly when liaising with external stakeholders.
Promote and ensure adherence to BD policies throughout all levels of the company.
Use company knowledge to assist other with office operations.
Exercise judgment, based on previous experience, practices and precedents, to identify and solve problems that arise with little or no precedent.
Provide information to others through various communication channels regarding business matters, processes and/or procedures
Improve efficiency and controls costs within both the EST and throughout the company
Use experience and knowledge of how the team integrates with others to think beyond the way it has always been done and identify opportunities for improvement
Design processes to enhance workflow and efficiency
Take ownership of simpler customer and supplier issues. Work with the customers and suppliers to resolve issues to their satisfaction.

Skills and Competencies

Event experience.
Excellent organisational skills
A team player with leadership skills.
Excellent interpersonal skills with the ability to influence others within the team and at a wider department and function level
An indepth knowledge and wide range of administrative skills
Strives for continued selfdevelopment and encourages others to do the same
Promotes teamwork by acknowledging the value of cultural differences and coaching others to consider these differences when communicating or making decisions
Ability to work under pressure and to deadlines with mínimal supervision
High personal accountability & integrity
Able to set own work direction and complete tasks
Proactive and have the ability to take the initiative
Ability to challenge the status quo and drive through changes in a professional manner
Actively work to high standards with excellent attention to detail
Flexible attitude and ability to handle changing priorities
Excellent verbal and written communication skills in English with the ability to communicate well at all levels
IT skills ability to use a range of technology
Every Business Assistant will use, manage and train others in the use of multiple systems including:
Aravo
Concur (travel booking and expenses)
BuySmart

- eTime

CitiManager
Facilities 360
Microsoft Word, Excel and PowerPoint
Outlook
MS Teams
SharePoint
Service Now (SNOW)
WorkDay
BD Services Store
Print Store

Education and Experience
3+ years business assistant experience at a senior level

GCSE English and Maths (minimum GCSE Grade C/4-9)

Further education and/or a University degree a plus

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