Show Administrator (Professional Training Year 2026-27)

William Reed; Gatwick; Hybrid; GBP 60,000 - 80,000; Full time

Job summary

A leading events organization is offering an exciting Show Administrator placement for university students for the 2026-27 academic year. You will assist in the execution of the UK Food & Drink Shows, ensuring every detail is meticulously managed for smooth operations. Ideal candidates are detail-oriented students passionate about events, possessing strong organizational and communication skills. This role offers valuable experience in the fast-paced events industry and requires prior IT proficiency, including MS Office and potentially Illustrator.

Qualifications

• Currently studying a university course with a placement year in 2026-27.
• Enthusiastic, proactive with teamwork skills, both written and verbal.
• Strong administration skills and ability to meet deadlines.

Responsibilities

• Process and amend contracts using STEPS procedures.
• Maintain accurate and up-to-date records in our database.
• Provide general administrative support for the shows.

Skills

Organisational skills

Time management

Communication skills

Attention to detail

Teamwork

Education

Currently studying at university

Tools

MS Office (Word, Excel)

Illustrator

Job description

Position

Full time – PTY (Student Placement Year)

Location

Gatwick / Hybrid

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 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
• Collating food sampling forms
• 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

What you’ll need :

• 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 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