Events Admin Assistant (Work Placement 2027-28)

William Reed Ltd; Brighton, Greater London; On-site; GBP 10,000 - 17,000; Full time

Benefits offered by this job

Generous annual leave

Holiday purchase scheme

MeDay

Volunteering day

Hybrid working

Enhanced pension contributions

Life assurance

Group Income Protection

Family-friendly policies

Health and wellbeing support

Equity, Diversity and Inclusion

Job summary

William Reed Ltd. invites university students for a 2027-28 placement year as an Events Admin Assistant in our Award-winning Exhibitions team. You will assist in lead-up activities for UK Food & Drink Shows and The London Coffee Festival, ensuring meticulous execution and seamless customer experiences.

Based in London or Brighton, you’ll support the sales team, maintain records, and help with on-site operations. If you’re driven, detailed, and eager to start a career in events, apply now.

Qualifications

• University student on placement year for 2027-28.
• Strong organisational and time-management skills.
• Excellent administrative and record-keeping abilities.
• Ability to meet deadlines and work under pressure.
• Experience with MS Office; Excel proficiency.
• Desirable experience with Illustrator.

Responsibilities

• Process and amend contracts.
• Maintain accurate records in the database.
• Update sales plans on Illustrator and support sales team.
• Provide high standard customer service and handle inquiries.
• Update exhibitor lists on websites.
• Assist with event passes and invitations.
• Support on-site at events (up to 4 nights).

Skills

Time management

Administration

Teamwork & communication

Initiative

MS Office (Word/Excel)

Event industry interest

Attention to detail

Education

University placement year

Tools

MS Office (Word, Excel)

Illustrator

Job description

Events Admin Assistant (Work Placement 2027-28)

Department: Event Operations

Employment Type: Fixed Term - Full Time

Location: Brighton

Description

Are you detail-oriented with exceptional organisational skills and would like a career in the events industry?

We have an exciting opportunity for a university student to join us on their placement year as an Events Admin Assistant within our award-winning Exhibitions team over the 2027-28 academic year.

The Events Admin Assistant plays a crucial role in the lead-up to our UK Food & Drink Shows and The London Coffee Festival, assisting the 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 and creating vital business opportunities for our customers in the food and drink industry.

This role can be based from either our London or Brighton office locations.

Successful candidates will be contacted from December onwards to arrange an initial screening call. This will provide an opportunity to discuss your experience in more detail, learn more about the role and ask any questions you may have.

What You’ll Be Doing

• Processing and amending contracts
• Maintaining accurate and up-to-date records in our database
• Keeping the sales plan up-to-date on Illustrator and assisting the sales team with their requirements and enquiries
• Delivering a high standard of customer service, dealing with general enquiries and taking customer calls
• Updating exhibitor lists on our websites
• Sending out general correspondence for the shows and Adobe emails on behalf of the sales team
• Chasing forms from exhibitors’ manuals
• Collating food sampling forms and Insurance documents
• Undertaking contract and floorplan auditing
• Creating designs for event passes, exhibitor party invitations and exhibitor information leaflets
• Keeping sales ledgers and operations logs up-to-date, working collaboratively with the accounts department
• Conducting regular monetary auditing
• Providing general administrative support for the shows
• Managing the sales office or organises office on-site at the events (up to 4 nights away at two events in April & May 2027)

What You’ll Need

• Currently studying a university course with a placement year due to take place in the 2027-28 academic year
• Passion for events and desire to build a career in the events industry
• Excellent time management and organisational skills with the ability to keep accurate records and prioritise tasks
• Strong administration skills with great 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
• Ability to use own initiative and comfortable in situations with a requirement to think critically, question and determine when to seek guidance or elevate a potential problem
• Proficient IT skills including MS Office, especially Word and Excel
• Experience in design and using programs such as Illustrator is desirable, but not essential
• Willingness to travel and support onsite at the events

Benefits & Initiatives

• Generous annual leave –25 days plus standard England and Wales bank holidays for full-time employees
• Christmas office closure – Enjoy additional paid leave between Christmas Day and New Year's Day to cover discretionary office closure days
• Holiday purchase scheme – Buy up to three additional days' annual leave each year and spread the cost over up to six months
• MeDay – Take an additional paid day off to celebrate your birthday, a cultural or religious event, or another occasion that is meaningful to you
• Volunteering day – One paid day each year to support a charity, community group or cause close to your heart
• Hybrid and agile working – Flexible ways of working to help you balance work and life commitments (role dependent)
• Enhanced pension contributions – Benefit from employer pension contributions above the statutory minimum
• Life assurance – Providing financial protection and peace of mind for you and your loved ones
• Group Income Protection – Financial support if you’re unable to work due to long-term illness or injury
• Family-friendly policies – Enhanced pay entitlements to support you and your family during important life events
• Health and wellbeing support, including:
  • Healthcare cash plan
  • Employee Assistance Programme (EAP)
  • Virtual GP service
  • Health and wellbeing resources and tools
• Commitment to Equity, Diversity and Inclusion – Supported by employee-led networks, with a culture where everyone feels welcome and valued. We are proud to be a Disability Confident Committed employer