Show Administrator (Professional Training Year 2026-27)

The William Reed Group; Gatwick; Hybrid; GBP 18,000 - 22,000; Full time

Job summary

A global media group in Gatwick is seeking a Show Administrator for a university placement year. The role involves supporting event preparations and maintaining records. Ideal candidates are passionate about the events industry and possess strong administration skills. This position offers hybrid working options and valuable experience in a fast-paced environment.

Benefits

25 days annual leave

Volunteer day

Hybrid working opportunity

Contributory Pension

Health & wellbeing benefits

Qualifications

• Currently studying a university course with a placement year in the 2026-27 academic year.
• Passion for events and desire to build a career in the events industry.
• Proficient IT skills, especially MS Office, with attention to detail.

Responsibilities

• Assist in processing and amending contracts for events.
• Maintain accurate records and keep sales ledgers up-to-date.
• Provide general administrative support for the shows.

Skills

Excellent time management

Strong administration skills

Teamwork and communication

Proficient in MS Office

Education

Currently studying a university course

Tools

Illustrator

Job description

Overview

We are a global media group delivering exceptional content through events, digital, data & insight. From agribusiness, ingredients and food processing, to retail, hospitality & fine dining – we provide the inspiration, insight and connections to power our customers’ success. We have offices in Gatwick, Brighton and London, UK; Montpellier, France; Singapore and Chicago, US. In line with the Company’s current Agile Working Policy, the successful candidate would be eligible to work part of the week from our Gatwick office and to work remotely for the rest of the week.

Position

Position: Full time – PTY (Student Placement Year)

Location: Gatwick / Hybrid

Role summary

We have an exciting opportunity for a university student to join us on their placement year as a Show Administrator within our award-winning Exhibitions team over the 2026-27 academic year. The Show Administrator plays a crucial role in the lead-up to our UK Food & Drink Shows, 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.

The Show Administrator provides support to all departments including Sales, Operations, Marketing & Features, and works closely with the Accounts Department to maintain correct sales ledgers and operations logs for accounting purposes.

What you’ll be doing

• Processing and amending contracts (using STEPS procedures)
• 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
• 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 on-site at the events (up to 4 nights away at two events in April & May 2027)

Requirements

• Currently studying a university course with a placement year due to take place in the 2026-27 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 escalate 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

Other information

Company Benefits and Initiatives Include:

• 25 days annual leave in addition to bank holidays (pro-rata)
• A volunteer day to take for supporting a chosen charity and giving 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

Next Steps

Please apply using the form below and include your course and university on your application.

• If we progress your application, we will contact you to arrange an initial screening call before Christmas which will run through your experiences in more detail and will be an opportunity to find out more about the role and ask questions.
• We will run an assessment day in January which will include an opportunity to find out more about William Reed, hear from the Exhibitions team and we will complete some tasks and interviews with the team.

After the assessment day, we will look to make an offer. We have two opportunities available.

Why work for us

We provide a supportive work environment and are committed to maintaining a healthy work/life balance for all of our employees. Working for William Reed means that you will be joining a stable organisation that is committed to developing its employees and brands.

We warmly welcome and encourage applications from talented individuals of all backgrounds and characteristics.

If you need any support in accessing this opportunity, please do not hesitate to discuss this with us.