Founded in 1807, we are the oldest geological society in the world. Today, we are a world-leading communicator of Earth science – through publishing, library and information services, cutting-edge scientific conferences, education activities, and outreach to the general public. We also provide impartial scientific information and evidence to support policy-making and public debate about the challenges facing humanity.
We have a membership (Fellowship) of c. 11,600, more than 2,000 of whom are based outside the UK. Approximately 3,000 are Chartered Geologists or Chartered Scientists - professionals who have demonstrated a high level of technical competence in their field and a commitment to professional ethics. Geological Society is a registered charity and employs just over 50 staff at its offices in London and Bath. Our London office is situated in the beautiful London hotspot of Piccadilly in Burlington House, just next door to The Royal Academy.
About the role
The Events Assistant plays a crucial role in supporting the planning, coordination, and execution of various events, such as conferences, meetings, and social gatherings. This position involves a blend of administrative tasks and on-site event management to ensure seamless operations and successful outcomes.
Responsibilities
* Support the events team with managing sales and general events inquiries in a timely and efficient manner.
* Support the team in delivering show rounds to prospective clients when needed.
* Work collaboratively with the Venue Hire Lead, Head of Events, and Buildings Manager to communicate key information taking place across Burlington House.
* Support events by raising invoices and resolving queries promptly.
* Assist with conference administration including delegate liaison, abstract management, badges, and other ad-hoc event requirements.
* Assist with training course administration including delegate liaison, course materials management, and training requirements.
Event Operations
* Assist the events team with ad-hoc events out of hours where needed across the year.
* Ensure the event spaces are well maintained in collaboration with the Buildings Manager and Venue Hire Lead.
Teamwork
* Proactively identify areas for potential improvement in the events administration process.
* Participate in developing more efficient ways of working within the team, attending team meetings and updating on administrative areas.
* Ensure that positive working relationships are maintained across departments at GSL.
* Participate in wider meetings including External Relations and Health & Safety.
Other Responsibilities & Expectations
* Work flexibly to respond to changing needs at The Geological Society.
* Undertake any other responsibilities or tasks consistent with the role and reasonably required by the Head of Events and Training.
* Possess excellent organizational skills.
* Have 1-2 years of experience working in events, membership, and venue/hospitality administrative background.
* Be a confident individual with a can-do attitude who uses initiative to make things happen.
* Be a team player, working effectively both independently and in a team.
* Be competent with Microsoft Office and basic Excel programs.
* Have a collaborative spirit, willing to work across multiple teams to achieve the best possible outcomes.
* Maintain a strong level of spelling and grammar.
* Exhibit personable customer service and networking skills.
* Have awareness of administering events for similar organizations and venues.
* Have experience working within a heritage venue similar to Burlington House.
* Have awareness of the events industry.
Required Qualifications
* Degree Qualification and Equivalent
* 25 days Annual Leave Plus Bank holidays
* 2 extra holiday days per year
* Contributory Pension Scheme
* Access to 24/7 online GP with Mental health & Wellbeing Counselling
* Cycle to Work scheme
* Season Ticket Loan Scheme
* Life Assurance and Income Protection Schemes
Conditions of Employment
* You must have the right to work in the UK
Working Locations
* Hybrid model, working in the London office and remotely
How to Apply
* Send an email to recruitment@geolsoc.org.uk with a CV and a cover letter, with the subject line "Events Assistant" by 7th March 2025 at 11 PM
Interviews
* Shortlisted candidates will be contacted for an interview.
* The Society is committed to fostering an inclusive culture that promotes equality, values diversity, and maintains a harmonious inclusive environment in which the rights and dignity of all its members, visitors, and staff are respected. We are an equal opportunities employer and the post-holder will be expected to adhere to and support the Society’s commitment to diversity, equality, and inclusion.
#J-18808-Ljbffr