Conference Assistant

University of Warwick; Coventry; On-site; GBP 25,000 - 30,000; Full time

Job summary

The University of Warwick is seeking a Senior Conference Assistant to provide operational and technical support for conferences. This role involves supervising a team, delivering excellent customer service, managing equipment setup, ensuring health and safety compliance, and coordinating with various University stakeholders. Ideal candidates will have experience in a customer-facing role and strong leadership skills.

Qualifications

• Experience in large conference organization or customer-facing role.
• Experience managing a team of employees.
• Good understanding of IT and communications technologies including Microsoft Office.

Responsibilities

• Provide operational support to ensure client satisfaction at conferences.
• Supervise a team of conference assistants and manage staff recruitment.
• Ensure health and safety standards are met during events.

Skills

Customer care skills

Organizational skills

Excellent communication

Attention to detail

Teamwork

Initiative

Technical understanding of AV

Education

GCSE level or equivalent

Job description

The University of Warwick have an exciting opportunity for Senior Conference Assistant to join their team. Reporting to the Conference Manager your role will be to provide operational and technical support to conferences ensuring all requirements are delivered and customer expectations exceeded.

You will monitor and supervise a team of Conference Assistants on a day-to-day basis, being responsible for service delivery and client liaison. During term time supervision will include 4/5 conference assistant but out of term supervision will include casual workers which will be up to 20 staff.

Duties and Responsibilities

Operational

• Coordinate, set up and operate audio visual equipment and furniture within meeting rooms, lecture theatres and building foyer spaces as specified by the client, using both in built systems and additional equipment to enhance the customer experience.
• Provide technical support to speakers & delegates presenting at a conference and the conference client during the event.
• Service all meeting space as per Conference team’s SOP’s.
• Check & monitor that Conference team’s standards are being followed.
• Deputise for all conference operational services in the absence of the Conference Manager/Assistant Manager, responding to any additional client requests as required. This includes liaison with all University stakeholders including Security, Sports Centre, Arts Centre.
• Carry out the lock up procedures on as and when required for Warwick Conferences and University Buildings. Ensure the security of other meeting areas on campus by managing master key access to buildings when necessary.
• Give advice and guidance to Sales and Event Managers as required in operational aspects of conferences by way of drawing up scaled plans for exhibitions, dining options, meetings and general enquiries. To take part in site visits by clients to discuss operational requirements of events.
• Carry out meet and greet as required with conference organisers. Maintain communication with the client during their event, identifying and actioning any last-minute changes in requirements.
• Manage the delivery of equipment around campus as required by internal customers.
• Support the Event Production team as when required.

Supervisory

• Assisting the Conference management team in the recruitment of Unitemps staff, including shortlisting, interviewing and decision making regarding appointing up to 20 agency members of staff on an annual basis.
• Support in the development of training programmes and assist in the delivery of the training of Conference Assistants in the setting up meeting spaces, customer service and health and safety.
• Supervise conference staff on a day to day basis, ensuring wage costs are controlled in conjunction with the Conference Manager.

Health and Safety

• Responsibility for health and safety of all staff and customers whilst on duty.
• Observe Health & Safety, and Fire Safety in line with University policy, and ensure all staff are complying. Ensure all accidents and incidents are reported using the SHE system.
• Ensure all cleaning duties are completed and maintain accurate records for due diligence.
• Carry out risk assessments and report to line manager.
• Ensure all staff ensure and adhere to safe working practices whilst carrying out their tasks in line with current Health & Safety Regulations.

Skills and Experience

• Educated to GCSE level standard or equivalent work experience
• Demonstrable experience in working within a large conference organisation or other customer facing role
• Experience of managing a team of employees
• Experience of working with a range of audio visual equipment as used for the provision of conference/events
• Meticulous attention to detail
• Excellent organisational skills
• Excellent customer care skills
• Good understanding of IT and communications technologies including Microsoft Office
• Good knowledge of health & safety legislation
• Excellent communication skills – both written and verbal
• Able to work independently as well as part of a team
• Ability to use own initiative and work under pressure to tight deadlines
• Good technical understanding of audio visual equipment & software
• Full UK Driving licence