Events Assistant

Royal Society of Medicine; Greater London; Hybrid; GBP 21,000 - 29,000; Full time

Benefits offered by this job

Hybrid working

Job summary

The Royal Society of Medicine is seeking an organised Events Assistant to support delivery of conferences, meetings, lectures and webinars. The role partners with the Events Manager to plan, coordinate and deliver in-person, hybrid and online events, ensuring a smooth experience for speakers, delegates and stakeholders.

This full-time, fixed-term position runs until 26 February 2027, with hybrid working from Central London (minimum 3 days in the office).

Qualifications

• Experience in event coordination or administration.
• Enjoy delivering excellent customer service.
• Able to work in a busy, collaborative environment.
• Organised, detail‑oriented and proactive.

Responsibilities

• Coordinate planning and delivery of in-person, hybrid and online events.
• Manage registrations, logistics and on-site support.
• Prepare event materials and liaise with designers and suppliers.
• Ensure delegates have a smooth, welcoming journey from registration to follow‑up.
• Maintain event plans, timelines, budgets and risk registers.
• Capture post‑event feedback and contribute to continuous improvement.

Job description

This is a full-time, fixed-term position until 26 February 2027, with the possibility of extension, working 35 hours per week, based in Central London with hybrid working (minimum 3 days in the office). Some early mornings, evenings and occasional weekend work may be required.

The Royal Society of Medicine (RSM) is one of the UK's leading providers of continuing learning in healthcare. As a registered charity and membership organisation, we bring together healthcare professionals to share knowledge, exchange ideas and advance learning across medical specialties.

Our vision is to bring people together across healthcare to debate, network and learn.

About the Role

We are seeking an organised, enthusiastic and detail-oriented Events Assistant to join our education team and support the successful delivery of our programme of medical conferences, meetings, lectures and webinars.

This is a fantastic opportunity for someone with event coordination or administration experience who enjoys working in a busy, collaborative environment and delivering excellent customer service.

Working closely with the Events Manager, you will support the planning, coordination and delivery of in-person, hybrid and online events, ensuring a smooth and welcoming experience for speakers, delegates and stakeholders.

You will play an important role in the day-to-day organisation of events, from managing registrations and coordinating logistics to providing on-site support and gathering post-event feedback.

Key Outputs and Accountabilities

Event Delivery

• Events delivered successfully across in-person, hybrid and online formats, meeting agreed objectives, timescales and quality standards.
• Event plans, timelines and checklists maintained for each event, with tasks completed to deadline and any risks to delivery raised early with the Events Manager.
• Speaker and organiser logistics arranged, including invitations, briefings, travel and accommodation where needed, so that speakers are well supported and well looked after.
• A smooth, welcoming and professional delegate journey, from registration and joining instructions through to on-site support and post-event follow-up.
• Printed and digital event materials, such as programmes and signage, prepared with designers and ready to deadline.
• Events that are accessible and inclusive, with delegates’ access and dietary requirements recorded and met.
• Confident on-site support at events, including some evenings, early starts and weekends.

Financial Management and Suppliers

• Event budgets monitored accurately, with variances flagged early to the Events Manager.
• Delegate payments, purchase orders and supplier invoices processed accurately and on time.

Data, Reporting and Evaluation

• Accurate event records, delegate lists and payments maintained within the CRM and event management systems.
• Delegate feedback collected and evaluated, with lessons learned captured and shared so that each event improves on the last.

Risk, Quality and Compliance

• Events delivered in line with RSM service levels, governance and quality standards.
• Personal and sensitive data, particularly members' data, handled in line with RSM data protection requirements.

Stakeholder Management in Support of Events

• Strong, trusted working relationships established with Section officers, speakers, delegates and colleagues.
• Section officers and organisers kept informed through timely and professional communication on logistics, registrations and attendance.

Promotion and Communications

• Event information and content provided to Marketing and Communications on time, and events content on the RSM website kept accurate and up to date.
• Delegate communications, including confirmations, joining instructions, reminders and follow-up, sent accurately and on time.

Innovation and Improvement

• Ideas for improving processes, tools and the delegate experience contributed, with new technology trialled where it adds value and environmental sustainability considered in event planning.

Team and Organisation

• Colleagues supported and events cover provided during peak periods and absence, so that no event is put at risk.
• Own development actively managed, with training needs identified and discussed with the Events Manager.
• RSM and Charity Commission policies complied with, organisational values upheld, and other duties undertaken as the needs of the business require.

All Post Holders

The post holder must always, when conducting responsibilities and interacting with others:

• Uphold the vision, mission and values of the RSM, and support effective communication and consistent management of RSM policies and procedures throughout the organisation, in particular the Discrimination, Bullying, Harassment and Victimisation policies.
• Adhere to the Society's Health and Safety regulations and ensure the safety of oneself and others on RSM premises and engaged in RSM work, by reporting hazards to a senior manager or taking action (where possible) to remove them.
• Adhere to the Society's Data Protection regulations, using data only as required to undertake the role and handling it appropriately and confidentially.

The RSM is committed to equal opportunities. Equal opportunities are provided to all applicants for roles without regard to race, religion, colour, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability or any other protected category.

The Society is committed to the safeguarding and fair processing of information received from candidates applying for opportunities within it and fully complies with the spirit and regulations of the GDPR. For a full statement about the type of data that the Society keeps about job applicants and the purposes for which it is kept, please visit our website by clicking on the following link: