Event Administrator

Reed & Mackay Internal; London; On-site; NOK 210,000 - 279,000; Part time

Job summary

Navan is seeking an enthusiastic part‑time Admin Support for the Events team. You will provide essential administrative, organisational and coordination support across the Events function, working closely with leadership, operations, supplier and account management.

The role aims to keep day‑to‑day activity smooth while developing core admin skills in a supportive team environment. This 9‑month fixed‑term contract is a 4‑day‑per‑week position designed to enable flexible participation while

Qualifications

• Good organisational and time management skills with a willingness to learn and develop further.
• Clear communication skills and a professional approach.
• Good attention to detail and accuracy.
• Proactive, adaptable and keen to learn.
• Ability to manage a varied workload and prioritise tasks.

Responsibilities

• Assist with the organisation of events, meetings and offsites, including attending in person where required.
• Maintain accurate records, files and documentation.
• Take meeting notes and support follow-up on actions.
• Provide light project coordination by tracking deadlines and updates.
• Support supplier management, onboarding, and internal reporting.
• Handle confidential information carefully and follow data protection standards.

Skills

Organisational skills

Communication

Attention to detail

Proactive & adaptable

Workload prioritisation

AI-enabled mindset

Reliability

Tools

Google Suite

MS Office

Outlook

Excel

PowerPoint

Teams

Job description

Working closely with and supporting the Events team, this critical admin support role will provide administrative, organisational and coordination support across the Events function from leadership , operations, supplier and account management. The role is designed to help day-to-day activity run smoothly, while offering the opportunity to build confidence, develop core admin skills and learn from experienced colleagues in a supportive team environment.

This is a part-time position, working 4 days per week, on a 9-month fixed-term contract.

What You'll Do

Operations Support - supporting the Director of Event Management

• Weekly workload report
• Supplier creation in Qondor
• Backoffice support
• Liaise with Operations Countries Leads to ensure completion of data for leadership
• Own the onsite kit and currency cards for events ensure it is kept stocked and equipment is signed in and out.

Supplier Management - supporting the Director of Commercial

• Organise and support supplier office visits, webinars and FAM trips
• Organise and support supply brand experience days and supply events
• Maintain CVENT tagging for enhanced commissions and general tagging.
• Support when out of office with supplier requests
• Support booking internal meetings at other Navan locations from time to time

Account Management - supporting the team

• Build positive working relationships with the account management team in UK & US
• Weekly inbound enquiry report
• Creating and pulling reports for client facing meetings
• Admin support for client onboarding which includes
• Completion of form for finance to create account when new win
• Attending onboarding calls with AM/sales and at time operations to take key notes (using AI notes from call)
• Completion of handover forms
• Updating the client bible for the operations team
• Monitoring of the legal SLACK channel to check if an enquiry is sent directly to operations whether the client has a contract

Administration & Organisation

• Assist with the organisation of events, meetings and offsites, including attending in person where required
• Maintain accurate records, files and documentation
• Take meeting notes where required and support follow-up on actions
• Provide light project coordination support by tracking actions, deadlines and updates

Confidentiality & Governance

• Handle confidential information carefully and with discretion
• Follow company policies and data protection standards in all administrative activity
• Provide accurate information and administrative support to assist the EA team and wider

What We're Looking For

• Good organisational and time management skills, with a willingness to learn and develop further
• Clear communication skills and a professional approach
• Good attention to detail and accuracy
• Proactive, adaptable and keen to learn
• Ability to manage a varied workload, prioritise tasks and ask for guidance when needed
• Willingness to learn and build confidence using Google Suite following Navan Migration
• Basic to good MS Office skills, including Outlook, Word, Excel, PowerPoint and Teams
• Awareness of AI tools and willingness to use them responsibly to support administrative tasks, improve efficiency and enhance ways of working
• Collaborative team player who embodies Navan's core values: All about the user, Best team, Extreme ownership, and Seriously fun
• AI-first mindset with a proactive approach to continuous learning and problem-solving
• Professional, approachable and reliable
• Trustworthy
• Calm, flexible and willing to support where needed