Events Assistant

Job Purpose

This is a unique opportunity for an event professional to join GWCT’s London Events Team and contribute to its wider Fundraising Department. The successful candidate will manage and deliver a range of smaller internal events and provide crucial support to the wider Events team for larger fundraising events in London and surrounding areas.

Reporting directly to the Events Manager, the Events Assistant will play a vital role within GWCT’s Fundraising Department. The role involves managing the administrative aspects of fundraising and engagement events, which helps strengthen relationships with supporters and the scientific community. These events may range from guided tours and lectures to dinners, receptions, and simulated clay shooting days.

Who will you be working with?

1. Head of Events & Engagement
2. Events Manager
3. Director of Fundraising
4. Regional Organisers

Key Accountabilities and Responsibilities

1. Assist in the planning and coordination of a busy events calendar, ensuring smooth operations from conception to delivery. Key tasks include securing event dates, managing guest lists, sending invitations, tracking RSVPs, obtaining supplier quotes, liaising with internal/external stakeholders, creating detailed schedules, and briefing notes, producing printed materials, supporting event execution, and handling post-event follow-up.
2. Manage guest lists and RSVPs while ensuring all data is accurately maintained on systems such as Open Engage, Salesforce, and internal documents. Complete follow-up tasks post-event as needed.
3. Oversee the administration of the fundraising events diary, ensuring all event dates are recorded with consideration of other industry events, senior management availability, and key stakeholder presence. Effectively communicate the internal events calendar to relevant staff.
4. Lead logistical planning and execution for smaller events, ensuring smooth operations on the day of the event.
5. Support the Events team with large-scale fundraising events, such as The Duke’s Challenge, Gala, Summer Party, City of London Dinner, and The Last Supper.
6. Create internal briefing documents and contribute to guest research when required.
7. Monitor event-specific budgets set by the Deputy Director of Fundraising, maintaining detailed records of income and expenses.
8. Maintain clear communication across all levels of staff, ensuring all stakeholders are well-briefed on event details and schedules set by the Events Team.
9. Ensure accurate event record-keeping, including updating the contact database, Open Engage, and Outlook events calendar.
10. Manage committee and invitation lists, ensuring they remain accurate through regular reviews.
11. Support the Events Manager with managing social media accounts, including Instagram, Facebook, and LinkedIn. Create content and oversee day-to-day management of these platforms.
12. Ensure compliance with GDPR regulations across all events.
13. Collaborate with the Prospect Researcher to identify new prospects and high-interest attendees.
14. Assist with videography at events, using office equipment when appropriate.
15. Provide diary and logistical support for the Director of Fundraising, including booking travel and managing smaller tasks.
16. Draft letters for sponsors, charity ambassadors, and supporters as required.
17. Research potential event sponsors and initiate relationships with their brands.
18. Manage London office supplies and meeting room bookings.
19. Coordinate and manage annual charity campaigns, such as "Fiver for the Future."
20. Oversee data input for yearly London raffles, such as "Four Moors."
21. Record minutes for various meetings, including London Regional Organiser, Committee, and Sponsor meetings.
22. Log event attendees in the database accurately and efficiently.

Person Specification

Essential

1. Previous experience in event coordination or administration, particularly within fundraising, charity, or non-profit sectors.
2. Experience managing databases (e.g., Salesforce, Open Engage) and handling event RSVPs and guest lists.
3. Strong organisational skills with the ability to manage multiple tasks, meet deadlines, and maintain attention to detail.
4. Proficiency in Microsoft Office (Excel, Word, Outlook) and event management platforms.
5. Strong interpersonal skills, with the ability to work well within a team and independently.
6. Problem-solving abilities, able to remain calm under pressure and adapt to last-minute changes.
7. Videography skills and familiarity with creating digital content for events.
8. A proactive, positive, and flexible approach to work.
9. A genuine interest in event management and supporting a conservation charity’s mission.
10. High degree of professionalism, reliability, and discretion, especially when dealing with high-profile individuals or sensitive information.
11. Willingness to work outside of standard office hours when required by event schedules.
12. Willingness to travel to event locations across London and occasionally beyond.
13. Able to work occasional evenings and weekends for event support.

Desirable

1. Experience in budget management and tracking income/expenditure for events.
2. Previous exposure to working with senior management, donors, and external stakeholders.
3. Familiarity with GDPR regulations and best practices related to event management.
4. Experience of, or empathy with, the environmental charity sector.
5. A keen interest in shooting, hunting, fishing, and rural or agricultural activities.
6. Excellent verbal and written communication skills, able to liaise effectively with internal and external stakeholders at all levels.
7. Experience creating content for social media platforms (Instagram, Facebook, LinkedIn) and assisting with digital marketing efforts.

Please supply a CV and covering letter.