Event Administrator

William Reed Ltd; Kemp Town Estate; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A dynamic events company is seeking an Event Administrator to provide essential support for global events in the nutrition sector. This role involves inputting financial data, assisting delegates, managing bookings, and preparing event materials. Ideal candidates will be detail-oriented with strong organisational and administration skills. You will work in a hybrid setting, with opportunities to support events across Europe. This role offers competitive benefits including generous leave, pension contributions, and wellbeing programs.

Benefits

25 days annual leave

Cultural celebration day

Volunteer day for charity

Cycle to Work Scheme

Electric Car Scheme

Qualifications

• Exceptional organisational skills and a passion for the events industry.
• Ability to meet strict deadlines and work well under pressure.
• Advanced knowledge of Excel, including setting up formulas and pivot tables.

Responsibilities

• Inputting quotes and invoices to the finance systems.
• Supporting delegates through the registration process.
• Setting up event discount codes and managing the codes database.

Skills

Detail-oriented

Organisational skills

Strong administration skills

Time management

Communication skills

IT skills including MS Office

Job description

We are looking for an Event Administrator to assist on our global events for the nutrition sector. The Event Administrator will provide important support to the event operations team to ensure every detail is meticulously executed to deliver a smooth, seamless experience for our customers and internal stakeholders. This is a fantastic opportunity for anyone eager to be a part of the fast‑paced vibrant world of events.

In line with the company's Agile Working Policy, the successful candidate will be eligible to work part of the week from our Gatwick & Brighton offices and remotely for the rest of the week.

Responsibilities

• Inputting quotes and invoices to the finance systems, and assisting finance with any queries
• Supporting delegates through the registration process, and answering any enquiries in the multiple event inboxes
• Setting up the booking pages and relevant forms on the backend of the event websites
• Following up on uncompleted delegate bookings to generate into a confirmed booking
• Setting up event discount codes and managing the codes database
• Daily updating the delegate bookings database with new bookings, and providing line manager with sales stats
• Drafting and sending delegate RSVP emails, and updating replies on the database
• Providing delegate support including writing visa letters, attendance certificates, etc.
• Preparing and mail‑merging the delegate database against the delegate list to produce and print event badges
• Preparing and printing onsite event material in‑house
• Supporting the events team with general admin, research and marketing support

Requirements

• Detail‑oriented with exceptional organisational skills and a passion for the events industry; excellent time management and organisational skills with the ability to keep accurate records and prioritise tasks
• Strong administration skills with fantastic attention to detail
• Demonstrate the ability to meet strict deadlines and work well under pressure
• Enthusiastic, self‑motivated and proactive with fantastic teamwork and communication skills, both written and verbal
• A flexible approach with the ability to use own initiative and determine when to seek guidance or elevate a potential problem
• Proficient IT skills including MS Office, especially Word, PowerPoint and Excel (advanced knowledge of Excel, including setting up formulas, pivot tables, etc. would be highly advantageous)
• Willingness to travel occasionally to European events and flexibility in working hours in the run‑up to an event

Benefits

• 25 days annual leave in addition to bank holidays – increasing by one additional day after 6 years, up to a maximum of 30 days.
• An additional day of leave for you to take on a cultural celebration day or on your birthday – a day for you! At William Reed, we call this our “MeDay”.
• A volunteer day to support a chosen charity and give back to the community.
• Opportunity for hybrid working
• Contributory Pension
• Life Assurance Scheme
• Group Income Protection
• Enhanced family‑friendly leave pay entitlements
• Wellbeing benefits, including a health‑care cash plan, Employee Assistance Programme, Virtual GP service and access to health & wellbeing resources and tools.
• Cycle to Work Scheme
• Electric Car Scheme