Job Description
Reports to: Events Manager
Salary: c £24,000 - £27,000 p.a. D.O.E
Hours: Full time (37.5hrs/week), permanent. Standard working hours are 09:00 – 17:30 Monday – Friday.
About Dynamic Earth
Dynamic Earth is the UK’s leading earth science engagement charity, with a mission to empower people with an understanding and empathy for the Earth and its future. We do this by providing compelling engagement at our world-class Science Centre in Edinburgh, as well as through our learning and engagement programmes across Scotland. We recently published a bold new 10-year strategy – From Beginning to Mend – along with a powerful new brand, to help us reach more people and to embed climate change across everything we do.
Purpose of this role
It’s an exciting time to join Dynamic Earth’s events team and be part of telling Earth’s epic story to achieve our vision of a positive future for us and our planet. This role is key to delivering all our events to increase income and ensure all clients receive 5-star service when hosting an event in our venue.
Duties
* Respond to new enquiries and create event proposals in a timely manner.
* Administer bookings thoroughly and efficiently, taking care to adhere to the systems in place for dealing with enquiries / bookings.
* Work closely with clients to ensure they are completely satisfied with all aspects of the organisation of their events.
* Liaise closely with all other relevant departments to ensure the events run smoothly both in terms of planning and ‘on the day’.
* Compilation of detailed event orders for each event for discussion at weekly sales/ operations meeting
* Attend weekly sales/operations meetings to thoroughly brief the operations team on all events.
* To ensure events feedback is logged post event.
* Carry out site visits as required.
* Attend Industry events and support proactive sales activity as required.
* Assist the Events Manager to produce detailed sales forecasting information.
* Act as liaison with Group Bookings team to share information on spaces booked.
* Work with the Business Development Manager and events team to ensure full potential of events business is met.
* Ensure correct invoice procedure is always used via Finance department.
* Carry out any other duties that help to ensure greater efficiency of sales / events department.
* Work with colleagues within events team and other departments within organization in a positive and constructive manner
Skills, knowledge and attributes
Essential
* 1 years industry experience
* Must be proactive and be able to hit the ground running.
* Must be an excellent communicator.
* Good time management skills are a must.
* Must be an excellent team player.
* Must have the ability to work unsupervised.
* Computer skills are essential.
* Ability to work effectively under pressure is a must, as is a proven ability to meet multiple tight deadlines.
* The ability to manage multiple concurrent projects is central to this role.
* Must have the ability to build and maintain good relationships and rapport with all clients.
Desirable
* Experience in an administrative role.
* Experience organising events within a multi-discipline environment.
Our Benefits
* 34 days annual leave (which includes 9 bank holidays)
* Complimentary entry to Dynamic Earth for family and friends
* Free staff car-parking
* 25% Discount in the Dynamic Earth Gift Shop
* Subsidised meals from the Dynamic Earth Café
* Staff Canteen with complimentary tea and coffee
* Free entry to ASVA member visitor attractions (subject to conditions)
* Limited Gym Membership at MacDonald Holyrood Hotel (subject to conditions)
* Employee Values Awards
* Matched company pension contribution of 5%
* Confidential advice-line through our Employee Assistance Programme
* Life Assurance cover of 4 times annual salary
* Up to 3 years Critical Illness cover