Events Admin Assistant (Work Placement 2027-28)

William Reed; City Of London, Brighton; On-site; GBP 20,000 - 23,000; Full time

Benefits offered by this job

25 days annual leave

Hybrid and agile working

Enhanced pension contributions

Life assurance

Group Income Protection

Health and wellbeing resources

Job summary

William Reed is seeking a placement-year Events Admin Assistant to join the Exhibitions team for 2027-28. Based in London or Brighton, you will help plan and execute UK Food & Drink Shows and The London Coffee Festival, ensuring precise records, smooth communications, and strong customer service.

The role involves supporting contract processing, data upkeep, designer collaboration in Illustrator, and on-site office management at events, with up to four nights away.

Qualifications

• Currently studying a university course with a placement year (2027-28).
• Excellent time management and organisational skills.
• Strong administration skills with great attention to detail.
• Demonstrate the ability to meet strict deadlines and work under pressure.
• Proficient IT skills including MS Office (Word, Excel).
• Willingness to travel and support onsite at the events.

Responsibilities

• 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.
• Delivering a high standard of customer service and handling general enquiries.
• Updating exhibitor lists on our websites.
• Sending out general correspondence for the shows and Adobe emails for the sales team.
• Chasing forms from exhibitors' manuals.
• Collating food sampling forms and Insurance documents.
• Auditing contracts and floorplans.
• Creating designs for event passes, exhibitor invitations and leaflets.
• Keeping sales ledgers and operations logs up-to-date with accounts.
• Conducting regular monetary auditing.
• Providing general administrative support for the shows.
• Managing the sales office or organizing the office on-site at events (up to 4 nights away in April & May 2027).

Skills

Time management

Organisational skills

Attention to detail

Communication skills

Teamwork

MS Office

Education

Currently studying a university course with placement year

Tools

Illustrator

Job 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 escal…
• 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