VIP Nation Event Administrator – Festivals & Touring UK

VIP Nation Event Administrator – Festivals & Touring UK

Job Summary:

Company: Live Nation

Department: VIP Nation Europe

Location: Farringdon, London and onsite during the busy summer season

Reports to: Senior Event Manager

Working Hours: Full time plus weekend and unsociable hours onsite at shows

Job Type: Permanent

Role Description

Working within VIP Nation, Live Nation Entertainment’s VIP Experiences business, and reporting to a Senior Event Manager, you will be responsible for assisting in all areas of the Operations Team. This will include payroll process, stock management, staff recruitment, and customer correspondence amongst a wide variety of experience-appropriate tasks.

Extended periods working away from home will be required particularly between May and September.

Who you are

Competencies / Skills / Knowledge / Experience

• Full driving license is essential.
• Ideally, experience in working at festivals with an understanding of the long hours and unpredictable weather.
• Clear verbal communication skills.
• Proficiency in Excel and Word are essential; PowerPoint is desirable.
• Experienced in the fulfilment of VIP events, preferably to individual consumers rather than a corporate entity.
• Excellent command of written English.
• Previous experience in an admin-heavy role.
• First aid training and/or any plant licences are desirable but not essential.
• Strong interpersonal skills, with the ability to work effectively with customers, venue, suppliers, and stakeholders.
• Ability to work accurately and effectively under pressure and to meet deadlines.
• Excellent organisational skills and the ability to work on more than one project at a time.

Behaviours

• Naturally methodical and detail-oriented.
• Ability to work independently with a high level of personal responsibility and initiative.
• Ability to understand issues and to find solutions.
• Aptitude for creative thinking and conflict resolution.
• Calm and patient approach.
• Outcome-oriented.

What the role includes

Fulfilment

• Using Salesforce to create purchase orders to confirm goods, equipment, and staffing.
• Actively source and recruit casual staff for events.
• Agree and compile timings for letters and emails and itineraries.
• Co-ordinate logistical arrangements to ensure travel, equipment, goods are booked, and schedules are adhered to.
• Prepare meeting agendas and take minutes.
• Monitor staffing levels.
• Compile and distribute briefing packs.
• Provide full administration for the management and fulfilment of tours, festivals, or events.
• Assist the team in researching product or capacity feasibilities and obtaining any necessary venue information.
• Co-ordinate logistical arrangements, book travel, as well as help claim all expenses back through our travel booking system.
• Assist with casual staff payroll.
• Create and distribute event information emails, follow up with any non-deliverable items to ensure customers are aware of event timings and other important information.
• Assist in sourcing and researching suppliers, including facilitating tender processes.
• Ensure stock and assets inventory is monitored and up to date always.
• Assist with the return of goods after a tour or a festival to our storage facilities.

Event Fulfilment

• Help to monitor all services, contractors, and infrastructure to ensure goods are provided within set budgets and to agreed service levels.
• Ensure all event-day staff training and briefing is carried out.
• Post-event, liaise with the rest of the team, reporting on customer feedback/complaints and opportunities for improvements.

Equal Opportunities

We are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion. You will be working in an inclusive environment and be encouraged to bring your whole self to work. We will do all that we can to help you successfully balance your work and home life.

The Company

Live Nation Entertainment is the world’s leading live entertainment company, comprised of global market leaders: Ticketmaster, Live Nation Concerts, and Live Nation Media & Sponsorship. For additional information, visit www.livenationentertainment.com

APPLICATION DEADLINE: Sunday 2nd March 2025. We reserve the right to close applications at any time so encourage early application where possible.