Summary
This role provides administrative and event support, managing attendee data, coordinating registrations, and preparing event materials. It involves organising databases, creating reports, and ensuring compliance with confidentiality standards. Strong communication is key, as the role liaises with stakeholders.
Wage
£23,795 a year
£23,695(year one) £28,080 (after one years service)
Training course
Event assistant (level 3)
Hours
Monday- Friday Shifts to be confirmed
40 hours a week
Possible start date
Thursday 20 March
Duration
1 year 3 months
Positions available
2
Work
As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.
What you’ll do at work
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
Where you’ll work
First Floor Axe And Bottle Court
70 Newcomen Street
London
London
SE1 1YT
Training
An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.
College or training organisation
ACCESS FURTHER EDUCATION LIMITED
Your training course
Event assistant (level 3)
Equal to A level
Course contents
* Operational: Gather facts and collate information in response to a brief or request, like searching for the right location and venue for an event.
* Operational: 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.
* Operational: Provide assistance onsite at an event by registering delegates or by helping to assist the onsite team with a variety of tasks.
* Operational: Manage your time effectively by understanding how to prioritise tasks according to their importance and urgency for the stakeholders of an event.
* Operational: Use software packages to create word processing and spreadsheet documents.
* Operational: Contribute to reports, event project plans and written presentations for clients
* Operational: Use a range of event technology platforms and in-house bespoke software systems and databases.
* Operational: Show careful attention to regulations and internal policies.
* Professional: Listen, interpret, understand, vocalise and respond to clients’ needs.
* Professional: Speak and write clearly in order to prepare written communications or provide instructions that are needed for a client, supplier or team member.
* Professional: Build rapport and trust with the stakeholders of an event so that stakeholders can collaborate well throughout the planning and organisation processes.
* Professional: Question effectively to ensure understanding of what is required from clients or colleagues.
* Professional: Have the skills to maintain relationships with colleagues, suppliers or clients once they are built, and be able to repair them when they are damaged.
* Professional: Work effectively within a group environment to prepare for, deliver and/or follow up after an event takes place.
* Commercial: Assist in the preparation, management and reconciliation of event budgets by collecting information, checking data and making calculations.
* Commercial: Show how commercial awareness has been applied through task and time management, specifically using efficient and effective measures to conclude a project in the most proficient way.
Your training plan
Through shadowing and observing roles, on the job purposeful practise, online and virtual training sessions, 6 hours per week off the job training, mentoring, 1-2-1 coaching and attending events and meetings.
Requirements
Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.
Skills
* Communication skills
* IT skills
* Attention to detail
* Organisation skills
* Customer care skills
* Presentation skills
* Administrative skills
* Analytical skills
* Team working
* Creative