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Events Adminisrator – CIPR

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CIPR Job Description

Job Title: Events Administrator

Based at: CIPR, 52-53 Russell Square, London WC1B 4HP

Salary: £17,500 per annum (28 hours per week) plus an excellent benefits package.

The Events Administrator will work closely with the Events and Awards Manager and other members of the team to administer a continually evolving programme of awards, events and marketing activities to enhance our member offer. You may be required to attend some events organised by the team. The Events Administrator reports to the Events and Awards Manager.

Key Objectives

  • Handle the administration of awards and events activities within the department.
  • Prepare and produce all events materials for all events.
  • Provide marketing assistance, competitor analysis and report writing for the department.
  • Provide an effective administration process for the Excellence and PRide Awards and other event activities including entry processing, booking processing, delegate and guest bookings, place cards, couriers and guest lists.
  • Provide excellent customer service to all delegates, guests and awards entrants, responding in a timely manner to all queries, including telephone, email and face to face communications with colleagues, members and non-members.
  • Maintain budget sheets with up to date booking numbers and liaise with the finance team regarding payments and invoices.
  • Set up and maintain Eventbrite and the CRM database to enable event bookings and payments.
  • Perform marketing assistance, competitor analysis and full reporting on events.
  • Source and liaise with team suppliers, as required, to support the co-ordination of events and awards activities and purchases – i.e, event stationary, certificates, frames etc.
  • Assist on-site at awards dinners and other events with guest/delegate registration, set-up/break down of venue, AV, taxis and general event logistics, as required.
  • Write and produce reports on the feedback surveys for each event. Provide general support to all members of the team as required.
  • Perform other duties that may arise from time to time in agreement with the Events and Awards Manager.

The Person

  • The successful candidate will ideally demonstrate experience or have a track record in the following: Excellent administrative skills.
  • Previous experience of working in a customer focused office environment, preferably within the events or hospitality industry.
  • Excellent communication skills – written, face to face and on the phone.
  • Have good time management and organisational skills.
  • Be able to work effectively under pressure.
  • Ability to build strong working relationships with a broad range of internal and external contacts, including volunteers, members and colleagues. Attention to detail.
  • Experience of working with budgets.
  • Be fully conversant with Microsoft Office, including Excel and Word.
  • Work well as part of a team, and on individual projects without supervision. Database experience, as all event bookings, administration and marketing activities are handled through a company database.
  • Ideally, background knowledge of the needs of the public relations profession and an understanding of professional membership bodies.
  • The role will occasionally involve some travel within the UK and successful candidates will be expected to work out-of-hours on occasion.
  • The CIPR is committed to equal opportunities and welcomes applications from all sectors of the community.

Working Hours 28 hours per week on a 6 month fixed term contract. Details of the working week will be discussed with the successful candidate, as there is flexibility around the days worked. However, the nature of this job does require some flexibility and the post holder must be able to start early or leave late when required to work on some events.

PRide events will involve UK travel and all Awards events will take place outside of office hours and will involve overnight stays. This is not an essential part of the role however there would be opportunity to attend on occasion.

The CIPR will make a fixed overtime payment for the hours onsite at an event, outside of normal working hours, when approved by the Events and Awards Manager.

Annual leave entitlement 23 days annual leave entitlement in the first 12 months, increasing to 25 days after 1 year, 28 days after 2 years and 30 days after 5 years. Plus bank holidays. Probation review Probationary period of six weeks, with an initial review at three weeks.

How to apply

Please send your CV and covering letter to Claire Bloomer, HR Manager, at claireb@cipr.co.uk, before midday on Thursday 14 July 2016.