Events Assistant - Dundee, United Kingdom - The James Hutton Institute

Description

The work undertaken by The James Hutton Institute is right at the top of the global agenda tackling problems such as the impact of climate change and threats to food and water security.

The Communications Teams delivers across the remits of media, marketing, digital, events, public affairs, corporate and internal communications, all designed to support and promote the work of the James Hutton Institute.

This post is focused on assisting with the organisation of our portfolio of summer agricultural events. The main purpose of this role is to support the events team by playing a key role in the event logistics in terms of setting up and breaking down the events. This role will therefore require someone who is comfortable with a great deal of manual handling.

Other aspects of this role will include providing administrative support to the events team, organisation of event equipment, attending committee meetings and taking notes and helping co-ordinate and distribute delegate information.

This post will be based at Invergowrie, Dundee. The Events Assistant will be required to be onsite for the events and event preparation but in some circumstances, a hybrid option can be considered when completing administration work. The Events Assistant will also be required to travel to the other locations where the events are held.

2024 Key Event Dates:

Arable Scotland: 2 July

Potatoes in Practice: 8 August

There are also various visits from stakeholders planned over this time that need to be supported.

Due to the setting up and dismantling of the events we will require someone to be available for the following dates:

13 June – 4 July

5 – 9 August

These dates will require some evening work and will mainly involve setting up and dismantling events equipment.

This post is a fixed term contract from June – mid-August. Start and end dates have some flexibility.

More information on the detail of the post and the post holder can be found below in the job description.

Main Purpose of Job

To work with colleagues to execute successfully the day-to-day tactical delivery of James Hutton Group portfolio of events: corporate events, significant internal events, strategic events for profile-raising, fundraising, and public engagement.

To support a range of tasks and activities within the Communications team in view of the seasonal variations in event-related activity and the inter-linked nature of all elements of the Communications function.

Main Duties of Postholder

• Manage and co-ordinate event equipment – including storage, maintenance, and upkeep of inventory
• Set up and dismantle the equipment required for each event
• While the events take place, help with the reception desks and any ad hoc duties required to make the event run smoothly
• Assist the communications team with summer events programme, ranging from small meetings and visits to larger outdoor field-based events.
• Support the Events Managers with logistical and administrative tasks
• Liaise with and co-ordinate service providers
• Attend meetings, take notes and act as a second point of contact
• Ad-hoc duties at events including, but not limited to, manage attendee lists, show exhibitors to sites, inform volunteers about tasks
• The postholder will be required to provide onsite assistance at all events, including on the run up to and post-delivery.

Qualifications/Skills/Knowledge

Essential Qualifications

• This post would be ideal for someone currently studying a related degree or looking to gain further event experience

Essential Skills

• Willingness to help with all work that comes with setting up and dismantling events. Postholder will be expected to co-ordinate and lead on a lot of manual work connected to the role. Please note this role is heavily manual related.
• High standard of written and verbal communication skills.
• Ability to organise own work effectively, prioritising competing workloads and working to tight timescales.
• Good attention to detail and accuracy.
• Creative, proactive, flexible, and able to work to agreed deadlines.
• Ability to work as part of a team and also use own initiative.
• A good working knowledge of Microsoft Office suite.
• Personable, able to speak comfortably to a wide range of people and engage positively with others.
• Understand the importance and relevance of timelines, venues, suppliers, legal obligations, and health & safety.
• Full, clean, UK Drivers license

Desirable Skills

• Experience of working on events that range in size and delivery style
• Experience of agricultural style events

This role does not attract a certificate of sponsorship.