Events Team Assistant - Hybrid Working

Ref: 2035 Date Posted: Tuesday 12 Sep 2023

We are delighted to be working once again with this well established Trade Association with a membership spanning London and Europe. They are a small friendly but highly effective team delivering great results to high standards. With a number of frequent and quality events scheduled across the year they are looking for a Events assistant to support them with planning, administration and delivery. Activities include organising educational, information sharing and networking events; bringing together industry groups to discuss or address particular issues or topics; and conducting advocacy behalf of their members. As a small team there are other operational tasks which this person will be asked to deliver.


  • Sole responsibility for event registration (digital / in-person)
  • Manage registration process via website and email, this includes extending invites, monitoring registrations (via website / email), keeping accurate up to date lists and preparing reports to share with stakeholders. Keep accurate reporting schedules to include attendance, on-demand access, payment due/received etc.
  • Manage registration at in-person events
  • Add events to the E website, team diaries and relevant industry calendars
  • Assist in the planning and preparation of digital and in-person events
  • Promote forthcoming events on our website, through our newsletter and using social media
  • Set up webinars via Zoom account, on-board speakers, record sessions, upload content to Vimeo account sharing link with relevant stakeholders
  • Create and prepare meeting materials e.g., name badges (in-person), presentations etc.
  • Liaise with sponsors to obtain logos, names of representatives using sponsor passes etc.
  • Main conference(s) in-person: create an inventory, pack and ship materials to off-site meeting locations. Coordinate the packing of all meeting supplies and coordinate shipping of in-house as well as sponsor direct shipments with venue. Ensure the safe return of E items.
  • Identify conference amenities for major events (spring & autumn conferences)
  • Responsible for researching sponsor amenities – working to budget
  • Send post event surveys, collate feedback and provide reports to the team


  • MS Office (Outlook, Word, Excel, PowerPoint)
  • Mail Chimp for event marketing, newsletter, announcements
  • Survey Monkey
  • Website management and updates – training to be provided (ideally by Louise who currently holds this position)

Person Specification

  • Comfortable working in a very small team to high standards
  • Ability to collaborate, cultivate relationships with the team, members and the industry at large
  • High levels of accuracy – attention to detail is essential
  • Comfortable as a remote worker, flexible with time (e.g., travelling into London as needed and supporting events e.g., early start/late finish)
  • Clear, professional, friendly (as appropriate) and timely communication (within the team as well as externally)
  • Ability to use own initiative and prioritise tasks
  • Effective time management skills
  • Creative thinker
  • Confident
  • Energetic team player
  • Honest
  • Flexible and adaptable

Flexibility: Fulltime/flexible, 2 fixed days per month meeting in London. Available for Events.
Location: Remote/London
Salary: £35,000 plus benefits
Recruiter: Caroline Doherty