Events Administrator

The Events Administrator plays a vital role in supporting the seamless coordination and execution of BioPhorum events, with the core objective of making excellent events easy. Working closely with the Events Manager, this role focuses on providing operational support and ensuring all logistics, communications, and documentation are handled efficiently. The Events Administrator will ensure that everything is organised, clearly communicated, and well-coordinated, enabling smooth execution of events. Beyond events, this role will provide administrative support across the wider Operations team.

Main Responsibilities

Event Coordination & Logistics

1. Assist the Events Manager in planning and executing face-to-face, virtual, and hybrid events, providing essential logistical and administrative support throughout.
2. Coordinate with venues, suppliers, and internal teams to handle logistics, contracts, and material preparation.
3. Ensure event materials (agendas, signage, delegate lists, badges) are prepared according to BioPhorum’s high standards.
4. Maintain clear documentation of all event details, ensuring visibility and smooth handovers within the team.
5. Provide on-site event support when necessary, assisting facilitators and delegates to ensure smooth operations.

Delegate & Stakeholder Coordination

1. Manage delegate registration, communication, and the booking process, ensuring a smooth experience for all attendees.
2. Serve as the point of contact for event-related queries from delegates, speakers, and internal teams, providing prompt and professional responses.
3. Update and maintain delegate attendance records and reports, ensuring accurate tracking of event participation.

Administrative Support & Documentation

1. Ensure accurate recording of event data in event management systems, keeping it accessible and well-organised for team collaboration.
2. Assist with tracking budgets, processing invoices, and managing financial documentation related to events.
3. Maintain centralised event documentation, including post-event evaluations and feedback reports, supporting future event planning.
4. Keep all event-related documentation organised and visible, ensuring transparency and efficiency.

Operations Project Support

1. Provide administrative support across the wider Operations team, assisting with projects beyond events.
2. Support internal process improvements, ensuring smoother workflows across the department.
3. Help with document management, reporting, and tracking key tasks for operational projects.
4. Be proactive in offering help where needed, ensuring deadlines are met and projects run smoothly.

Knowledge, Skills & Abilities

1. Strong organisational and time management skills, with the ability to manage multiple tasks, meet deadlines, and work under pressure.
2. Excellent attention to detail, ensuring accuracy in all aspects of event coordination and administration.
3. Previous experience in event coordination, administration, or project support, with a demonstrated ability to support complex logistics.
4. Strong communication skills, both written and verbal, with the ability to effectively handle event-related queries and collaborate with various stakeholders.
5. Proficiency in Microsoft Office (Excel, Word, Outlook) and the ability to quickly learn new event/project management platforms.
6. A proactive, customer-focused attitude, with the ability to anticipate needs and ensure a seamless event experience.
7. A strong team player mindset, with a willingness to support colleagues across the Operations team and contribute to overall team success.
8. A self-starter mentality, eager to take on a variety of tasks and add value wherever possible.

Location

This is a home-based role, with expected travel in the UK and occasional international travel to participate in and support key events. While BioPhorum is a UK based business, ad hoc international travel may be required at various points in support of the organisation’s annual events cycle.