Role and Responsibilities

• Administrative Support
• Manage and update attendee databases with accurate and consistent data entry
• Prepare and edit documents, reports, and presentations related to attendee and event information
• Organise and maintain physical and digital filing systems to ensure accessibility and compliance with company policies
• Respond to inquiries via email, phone, or in person with professionalism and attention to detail
• Support the team with general administrative tasks, mailings, and ad hoc projects as needed

Event and Meeting Coordination:

• Collaborate with event planners to manage registration processes for in-person, virtual, and hybrid events
• Assist with scheduling and confirming appointments, meetings, and event timelines
• Support the creation of event materials such as invitations, reminders, surveys, and post-event communications
• Help gather attendee-specific information, including preferences, accommodations, and other logistical needs
• Prepare and print name badges, tent cards, signage, and other event materials as required
• Gather facts and collate information in response to a brief or request, like searching for the right location and venue for an event

Data Management and Reporting:

• Collect, organise, and analyse attendee data to support event and organisational goals
• Generate reports and insights on attendee participation or other key metrics as needed
• Ensure the confidentiality of sensitive data (PII) and adhere to compliance standards
• Assist in the preparation, management and reconciliation of event budgets by collecting information, checking data and making calculations
• Use efficient and effective measures to conclude a project in the most proficient way
• Use a range of event technology platforms and in-house bespoke software systems and databases

Communication and Customer Service:

• Serve as a primary point of contact for attendee-related questions and concerns
• Liaise with event planners, vendors, and internal departments to ensure seamless attendee experiences
• Speak and write clearly in order to prepare written communications or provide instructions that are needed for a client, supplier or team member
• Build and maintain effective relationships with event stakeholders, clients, colleagues and suppliers to ensure collaboration throughout the planning and organisation processes

In-Office and On-Site Support:

• Assist with packing, ordering, and tracking event supplies, ensuring all materials are delivered on time
• Support in-office preparation tasks, including organizing materials, inventory management, and shipping logistics
• Travel to event locations as needed to provide on-site support for registration, attendee check-ins, and event execution
• Collaborate with the creative team to review, print, and prepare event collateral and signage
• Respond to requests from the different functional teams and carry out a variety of daily and weekly tasks to assist in the planning and preparation of an event

General Duties:

• Maintain open communication with the team manager to address issues or challenges
• Adhere to the company’s time-tracking policies and systems
• Proactively contribute to a clean and organized office environment
• Complete ad hoc requests and projects as assigned by clients or internal teams
• Show careful attention to regulations and internal policies