Events Assistant - London

This full time role offers an exciting opportunity to work at the heart of a busy, high performing Events team. · The successful candidate will support the team across a diverse portfolio of events and projects, providing reliable administrative and operational assistance to keep ...

Job description

This full time role offers an exciting opportunity to work at the heart of a busy, high performing Events team.

The successful candidate will support the team across a diverse portfolio of events and projects, providing reliable administrative and operational assistance to keep activity running smoothly.

Every day will be different, and the role suits someone who enjoys variety, thrives under pressure, is highly organised and is able to adapt quickly to changing priorities.

As well as strong attention to detail, the role involves representing the team in a professional and confident manner. Onsite at events, the Events Assistant must be presentable and comfortable engaging with internal and external stakeholders.

Situated in central London, occasional travel within the UK is required for in person events, and flexibility with working hours is necessary during these periods, often extending beyond the typical 9am-5.30pm schedule.

This position offers a valuable opportunity to develop robust administrative and events experience while contributing to UK Private Capital's wider programme

Requirements

Role Responsibilities

Event Delivery Team Support:

Assist with delegate and speaker management for the event delivery team, focusing on the flagship events, diary management, and general data/admin tasks department wide.

Data Management:
Use CRM to manage data, maintain online filing systems, and ensure data accuracy.

Communication:
Arrange panel calls for the event delivery team, support event communications and manage event collateral.

Execution:

Support the event delivery team on in-person and digital event execution, manage delegate bookings, and handle pre- and post-event communications.

Administrative Tasks:
Maintain department wide files, systems, and databases, manage inboxes, and support ad-hoc projects.

Skills And Qualifications

Excellent organisational skills and the ability to manage multiple tasks simultaneously
Adaptability and flexibility in a fast‑paced environment
Strong attention to detail and high standards of accuracy
Excellent interpersonal and communication skills
Strong administrative skills with a proficiency in MS Office and CRM platforms (preferably Microsoft Dynamics)
Professional, presentable, and confident when representing the team externally

Skills Competences/Responsibilities

Strong administrative skills
Adaptability and flexibility to adjust to changing business needs
Experience with managing conflicting priorities and multiple day-to-day tasks, while maintaining high quality standards
Methodical approach to work with an eye for detail
Enjoys and thrives off a busy and fast paced environment
Ability to remain calm under pressure and have a positive 'can do' attitude
Excellent accuracy and proof-reading skills
Intermediate level of experience with Excel
Proficiency in the use of MS Office such as Word and Outlook
Strong time management and exceptional organisation skills
Excellent writing and presentation skills.
Excellent interpersonal skills and ability to build professional relationships both internally and externally
Professional telephone manner combined with polite communication style
Collaborative and consultative approach; strong work ethic
Experience with a CRM database, ideally Microsoft Dynamics

Planning

Co-ordinating calls/meetings with members and speakers for Director and Managers within the events team
Support Director, Senior Events Manager and Senior Event Executive (Line Manager) with all admin tasks for flagship events
Co-ordinating pre and post events communications with both delegates and speakers
Arranging panel calls for multiple speakers.
Preparing and packing event collateral
Co-ordinating the use of digital platforms to ensure the smooth-running of events
Collecting and collating feedback and feeding this back to the relevant teams
Creating and editing web pages to reflect current event details
Support Commercial Executive with booking and recording delegate registrations for all ticketed events

Operations

Assisting Event Manager and Event Executives at events (in person and digital)
Assisting Commercial Manager and Commercial Executive with preparing and editing commercial documents such as Key Account Meeting briefings, sponsorship/ticket proposals and sponsorship contracts
Manage sponsorship and event inboxes ensuring that emails are being responded to in a timely manager and/or forwarded on to correct colleagues
Ensuring that event files, systems and databases are kept up to date
Supporting Director and Managers within the team on any ad hoc projects

Commercial

Awareness of the budgeting process for running an event
Awareness of delegate ticket sales and how they relate to budget targets
Awareness of sponsorship sales pricing structure and how they relate to budget target

Self Development

Ensure stretching developmental objectives are set for self, which align with Association's wider vision
Work with other teams where applicable
Identify and work towards development and career pathway opportunities
Weekly team meetings and regular reviews
Work in a collaborative team culture which supports and represents the association's values and wider company culture.

Risk management/Compliance

Ensure compliance with relevant legislation, including but not limited to:
Creating and maintaining a safe and healthy environment including promoting Physical and Mental Wellbeing and promoting and complying with Health and Safety guidelines
Ensuring compliance with GDPR and upholds the UK Private Capital's Data Protection Policy and related policies detailed in the UK Private Capital's GDPR handbook
Reports any perceived risks to their Line Manager
Minimising compliance risks by awareness of new legislation and any changes introduced relevant to their activities
Minimising reputational risks to the UK Private Capital's by ensuring awareness of any changes or impact relevant to activities.

Benefits

Why come work for UK Private Capital?

Be part of the leading trade body for the private capital industry in the UK, supporting the growth of the industry and deepening the understanding of external stakeholders to the benefit of the industry
Experience a friendly, engaged, inclusive and passionate work environment (with regular social activities) with a supportive culture
A competitive salary, reflecting the technical requirements and seniority of the role, and a performance-related discretionary bonus
Enjoy important benefits: 25 days holiday in addition to Bank Holidays; a 10% non-contributory pension; non-contractual day off for your birthday

Life and medical benefits:
life assurance (4 times salary); private medical Insurance for you*; health cash plan*; critical Illness and income protection insurance*; employee Assistance Programme - includes Mental Health support, Virtual GP, Nutrition advice and Financial wellbeing

Other benefits:
interest free season ticket loan; corporate discounts; reimbursement of up to 2 professional institutes; generous support for professional and personal development
once probation is passed