Events Assistant - 12 Month Fixed Term Contract - #1742406

We are recruiting an Events Assistant to join our Events team in London on a 12 month fixed term contract.

Department purpose

The Central Events Team are a team of events professionals who are based in the London office and provide events support for a wide range of client and internal A&O Shearman events. The events vary from dinners, team building, training based offsites to create bespoke drinks receptions. The Central Events Team form part of the Global Business Development and Marketing team.

Role purpose

To support the central events team and events and periodically, the hospitality executive in delivering exceptional client facing and internal events.

Role and responsibilities:

• Provide support to the Central Events Team both with administrative and general PA duties.
• Assist team members with all pre-event responsibilities (eg preparation of event materials) and occasionally on site.
• Set up meetings and book internal meeting rooms as and when required.
• Post-event data collation (eg final attendee lists, attendee breakdowns, costs).
• Assistance with invoice processing, adding cost codes and sending to accounts team.
• Maintain the Central Events Team's electronic filing system.
• Pack up event materials, book couriers and send materials to and from events (incl. globally).
• Book Central Events Team travel where necessary.
• Office management (incl. maintaining event materials stock).
• Respond to queries in the internal Central Events Team mailbox.
• Monitor the external Central Events Team mailbox.
• Regular update of the Central Events Team's outlook diary.
• Keep the Central Events Team intranet up to date.
• Send regular updates to internal support teams (eg Design, Training and third-party service providers).
• Management of firm-wide exhibition materials.
• Assist with management of smaller events
• Ad hoc events research where required (eg venues, suppliers).
• Ad hoc project work.

Assist the Hospitality & Events Executive on an ad-hoc basis with the following:

• A keen interest and understanding of the arts to assist in managing the firms arts memberships
• Maintain online hospitality event calendar.
• Administration and logistics for hospitality events (eg downloading e-tickets, catering orders).
• Take a lead role in managing hospitality when required

Assist the Client Seminar & Events Executives with the following:

• Help with registration and set up as required.
• Monitoring the seminar mailbox as required.
• Mange entire end-to-end process and delivery of virtual webinars and seminars when required as part of the seminar team.

Manage own small to mid-size client facing and internal events:

• Mange entire end-to-end process of event delivery for own events
• Mange entire end-to-end process and delivery of virtual webinars and seminars

Key requirements:

• Suited to an enthusiastic, highly organised, motivated candidate with exceptional administrative skills and attention to detail.
• Administration and/or event coordination experience.
• Exceptional knowledge of Word, Excel and Outlook is a prerequisite.
• Excellent written communication skills/spelling and grammar.
• Effective and efficient with data management.
• Ability to work to tight deadlines, juggle multiple projects and deliver under pressure.
• Willingness to work extra hours when required (eg breakfast training programmes, dinners etc).
• Suited to someone that is an excellent team player but can work unsupervised, demonstrating use of own initiative.
• A mature approach with excellent client and supplier handling skills.

Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any adjustments as required.

We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.

We recognise that our people are our most valuable asset, which is reflected in the wide range of benefits that are available to our employees. Some of these benefits include: our occupational pension scheme, group income protection cover, private medical insurance, mental health resources and free apps, health and wellbeing services encompassing an onsite gym, wellbeing centre and GP service, emergency back-up care support, parental and special leave, holiday entitlement increasing with length of service, holiday trading, season ticket loans and online discounts and lifestyle management services.

Our approach to hybrid working seeks to combine and maximise the benefits of effective remote working with the benefits of being in the office. Our current hybrid working arrangements require office based working for a minimum of 60% of your time (i.e. three days per week for a full time role) in accordance with our hybrid working policy.