Events Support Administrator

Inizio; Gatwick; On-site; GBP 22,000 - 28,000; Full time

Job summary

Inizio is seeking an Event Support Administrator to provide high-quality administrative support to event system users and the wider Event Operations and Systems team at their Gatwick office. You will ensure efficient delivery of commitments, maintain compliance and quality standards, and coordinate with internal and external stakeholders to manage sponsorships, contracts, and CRM data.

The role requires GCSE level education, administrative experience, and strong MS Word/Excel skills, with the

Qualifications

• Educated to GCSE level (or equivalent).
• Formal administrative qualification desirable (e.g., A-Level or equivalent).
• Demonstrated experience in an administrative role.

Responsibilities

• Submit sponsorship approval requests for field colleagues.
• Gather required documentation from stakeholders and third parties.
• Manage approval workflows and follow up with approvers.
• Obtain event documentation from organisers in line with SOP.
• Coordinate invoice processing and capture evidence of payment.
• Upload customer engagements into CRM systems.
• Administer contracts in accounting systems, including PO creation.
• Forward contracts to originators for system upload.
• Provide overflow support for speaker contracts and venue vetting.
• Assist with meeting close-out and customer validation in CRM.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Databases

CRM systems

Stakeholder management

Written and verbal communication

Organisational skills

Customer service

Education

GCSE level (or equivalent)

A-Level or equivalent

Tools

CRM systems

Meeting&Events system

Web-based technologies

Job description

Position Title: Event Support Administrator

Location- Office Based Gatwick

Department: Finance & Operations

Key Internal Stakeholders:

Compliance/Regulatory, Marketing, Sales, Market Access, Sourcing/Procurement, Legal, and wider UK affiliate teams

Key External Stakeholders:

Third-party suppliers, Meeting Organisers

Role Purpose

To provide high-quality administrative support to event system users and the wider Event Operations and Systems team, ensuring efficient delivery of business commitments while maintaining compliance and quality standards across all activities.

Core Responsibilities

Sponsored Meeting Administrative Support (Field Teams)

• Submit sponsorship approval requests on behalf of field colleagues.
• Liaise with stakeholders and third parties to gather required documentation for submission.
• Manage approval workflows and proactively follow up with approvers.
• Work with internal and external meeting organisers to obtain required event documentation in line with SOP requirements.
• Coordinate invoice processing and ensure appropriate evidence of payment is obtained.
• Support stakeholders with uploading customer engagements into CRM systems.
• Manage contract administration via accounting systems, including raising purchase orders and issuing documentation to relevant stakeholders.
• Ensure patient organisation contracts are forwarded to the appropriate originator for system upload.

Company-Organised Meeting Administration

• Provide overflow support for speaker contract administration.
• Conduct venue vetting as required.
• Support meeting close-out and customer validation processes across CRM and Event Management systems.

Event Operations & Systems Support

• Act as a point of contact between outsourced venue-finding services and internal users, supporting compliance adherence.
• Serve as a SuperUserfor the Meeting&Events system, providing administrative and user support.
• Assistwithsystem-based administrative tasks.
• Supportcontractpopulation,upload,andsignatureprocesses.
• Provide general administrative support including data entryand filemanagement.

Qualifications & Experience

• Educated to GCSE level (or equivalent).
• Formaladministrativequalification desirable(e.g., A-Levelorequivalent ).
• Demonstratedexperienceinanadministrativerole.

Knowledge & Skills

• Experience using web-based technologiesandinternal communicationsystems.
• Experiencecoordinatingprojectsinafast-pacedenvironment.
• Experienceinmedical/scientific eventorganisationdesirable.
• Knowledgeofpharmaceutical/healthcareindustrycompliancerequirements( includingmeetingand hospitalitycodes)advantageous.

Technical&BehaviouralCompetencies

• ProficientinMicrosoftWordPowerPointExcel,anddatabasesystems .
• Strongwrittenandverbalcommunicationskills .
• Goodorganisationalskillswiththeabilitytomanagemultipletasks .
• Abletoworkindependentlyandcollaboratively.
• Strongcustomerserviceandstakeholdermanagementskills.