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Event Assistant - Internship Full Time

at FIRST Global Events Agency in London (Published at 16-04-2019)

Temporary, Internship

Please submit a cover letter with your application. Any applications without a cover letter will be automatically discarded. This is a 12 month paid internship starting in June 2019.

ABOUT OUR COMPANY

FIRST is a leading global events agency with offices in New York, London, Los Angeles and Singapore. Some of the world?s most recognized companies trust us to develop their event strategies, design and produce engaging live experiences. FIRST clients span many industries including financial services, aerospace, technology, consumer electronics, healthcare, automotive, media and non-profit. We are ?Gold? Investors in People and ranked 14th Place at the UK?s Best Workplaces? Awards.

For more information please visit: www.firstagency.com.

JOB DESCRIPTION

A junior/entry level role supporting a busy roadshow department based in our Canary Wharf offices. Would suit an entry level graduate or a school leaver with experience working in a commercial environment.

JOB CATEGORY: Project Support/ Administration

JOB LOCATION: London

RESPONSIBILITIES

  • Responsible for the overall cleanliness of the office and the distribution of all incoming mail to planners
  • Responsible for any incoming calls that cannot be answered by the planners
  • Responsible for the ordering of stationery for the office
  • Responsible for the office accounts, reconciliation of office credit cards

GENERAL

  • Database management ? ensure consistency of information and accurate data whilst inputting and generating reports
  • Support Planners on overall program logistics, production and implementation
  • Assist Planners in the management of online registration
  • Assist Planners with website content and occasionally website build
  • Book rooms internally for team meetings as well as conferences
  • Support with event invoice processing
  • Pro ? actively work with Planners to agree timelines and tasks
  • Responsibility for the Marketing storeroom and stock levels
  • Assume responsibility for own environment, ensuring adherence to health and safety policies
  • Work intelligently and build excellent relations with team through positive communications

PRE-EVENT

  • Print name badges, tent cards, place cards, departure notices, email confirmations, agenda, signage, compliance forms, attendee list
  • Order, pack and send office supply boxes ? prepare shipping inventory, investigate customs policies etc.
  • Source and order gifts

ONSITE (If required)

  • Support planner with conference set up
  • Manage registration desk as required

POST EVENT

  • Upload/distribute final attendee list
  • Arrange collection of event collateral and check back into storeroom

OTHER

  • Holiday cover for Corporate Hospitality role
  • Update manual trackers
  • Coordinate/track FAM trips and venue visits
  • Admin Support for team, booking meetings, arrange visitor access etc.

SUPPORTING THE ROADSHOW TEAM

  • Managing printing and couriering of marketing materials for roadshow team
  • Responsible for processing all roadshow invoices
  • Responsible for an adhoc requests for printing place cards, tent cards, name badges etc.

SKILLS AND EXPERIENCE

  • Exceptionally strong organizational skills with proven ability to manage multiple responsibilities while maintaining high quality standards.
  • Good time management and ability to prioritize work load and manage client expectations
  • Excellent attention to detail, ensuring that all office procedures and processes are adhered to.
  • Personal integrity, initiative, and the ability to work as part of a team in an environment that demands excellence, time and energy.

CORE COMPETENCIES

  • Ability to multi-task, prioritise heavy workloads and still ensure attention to detail;
  • A self-starter who is motivated, proactive and always solutions orientated;
  • An excellent working knowledge of the MS Office Suite;

Job Types: Full-time, Temporary, Internship



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