PA & Events Administrator

PA / Events Administrator required to provide administrative support to the company directors, and assist with a wide range of office and event admin tasks as part of a team with our busy medical meetings portfolio.

The position is full time although there may be an opportunity for school hours although flexibility around such core hours will be necessary at times.

Duties & Responsibilities

• Provide admin support and diary management to company directors.
• Coordinate movement and deliveries of event materials.
• Answer and deal with calls into the Medivents office.
• Schedule, diarise and attend committee meetings for a range of clients both in person and online. These are usually quarterly or monthly depending on the client and can often be out of normal office hours due to the attendees being working healthcare professionals. This will include:
• Book venues for face to face committee meetings including any dial-in facilities for anyone needing to attend virtually.
• Schedule and arrange virtual meetings.
• Arrange logistics (e.g travel, accommodation) for committee members where necessary.
• Support the Secretariat function with day to day support for committee and trustee members (for example inducting new trustees, co-ordinating the completion of paperwork such as declaration of interests, and setting up access to shared drives for new committee members).
• Produce agenda and circulate agenda and any papers to all attendees.
• Collate apologies for absence and any pre-event information.
• Take accurate minutes / meeting notes / actions and circulate to all committee members post meeting within agreed timescales (normally the next day).
• Follow up on assigned actions where required.
• Source and book venues for events from small committee meetings to client customer facing meetings. This will include taking an initial brief, identifying and contacting venues, obtaining detailed proposals from each venue and producing a costing and overview of meeting space together with supporting information. Support the events team with venue finding and proposal preparation for large conferences.
• Create and edit event materials such as agendas, invitations, website content and supporting documentation. Work with graphic designers to brief, check, proof-read and update materials as required.
• Manage and update event information for virtual, hybrid and in-person events. This will include regular updates and management of changes. Be responsible for ensuring changes (for example changes of talk titles, timings or speakers) are reflected in all relevant materials and documents associated with the event.
• Attend conference planning meetings, produce and circulate agendas and meeting notes and follow up on actions/outcomes.
• Develop a working knowledge of the Medivents event management system (currently EventsAir) in order to assist with general event administration tasks such as editing registrations, creating online certificates of attendance and finding delegate records in order to answer queries or amend bookings.
• Support the preparation of all documents in the lead up to a conference including booking confirmations, joining information, online surveys.
• Support other members of the events team in ad hoc pre-event support for items such as chair briefing packs, obtaining slides and biographies of presenters and issuing reminders.
• Support with the preparation of all documents to be utilised on site including team briefing packs, signage, badges, rooming lists, awards, prizes etc. In the lead-up to an event this can sometimes involve additional hours in the office order to be ready for departure or handover to couriers.
• Attend events as part of the on-site events team as and when required. On site teams are expected to be smart, well presented and able to respond positively to the needs of the event, delegates, speakers and clients with a cheerful can-do demeanour at all times.
• Support with post-event actions such as unpacking kit and keeping stock of supplies, issuing attendance records and certificates, checking and processing attendee expenses (via the accounts function), post-event surveys online and arranging and attending post event debrief meetings (including note taking).
• Support the Events Team in diarising the raising of invoices and payment of suppliers in line with payment terms and requirements.
• Support with obtaining final costings from suppliers, updating and reconciling budgets at the completion of events.

To be successful in the role you will require:

• Strong, accurate administration skills.
• Exceptional organisational skills and the ability to multi-task.
• Ability to cope well under pressure.
• Meticulous attention to detail.
• Experience in producing agendas and taking minutes for meetings.
• Ability to manage multiple deadlines and actions across a range of projects and clients simultaneously.
• Good research skills.
• Ability to work without continuous supervision and take decisive action to find solutions, solve problems and resolve challenges.
• Ability to communicate confidently and clearly with people at all levels.
• Fluency with MS Office, particularly Teams, Excel and Word.
• Ability to embrace and learn new skills including online technology (event management systems, online surveys, hybrid meeting solutions etc).
• A friendly team player with a ‘can do’ attitude.
• Lots of common sense and the ability to take initiative.
• Ability to remain calm under pressure.
• An energy and enthusiasm for the company and the role.
• Strong command of the English language both verbally and in writing.

Job Types: Full-time, Part-time, Permanent

Pay: From £24,000.00 per year

Expected hours: 20 – 35 per week

Benefits:

• Casual dress
• On-site parking

Schedule:

• Monday to Friday

Work Location: In person