Fabulation – Events Team Assistant

Events Team Assistant

Entry Level / Junior Executive

Design / Creative, Food Services / F&B

Blair Road

Purpose of the role
To provide administrative and operational support to all members of the Events Team with specific support for the Director.
Job Introduction
A fantastic opportunity has become available in Fabulation for an Events Team Assistant.
The role requires the right candidate to provide administrative and operational support to all members of the Events Team.
Role Responsibility
This role will require you to assists team members with administration associated with projects including liaison with suppliers including management of budgeting regarding event concepts.
This role will also require you to assist the team with preparations for on site event requirements including sourcing of items for events, DIY crafts, van packing, stock and inventory maintenance, printing, collating documents and other ad hoc duties,as and when required.
You may also be tasked with researching venues, caterers, theming and other event suppliers, collating research findings and preparing reports and presentations as requested by the team.
Ideal Candidate
The ideal candidate for this role, will be hands on, enthusiastic and prepared to use their initiative to get stuck in wherever needed across the team.
You will demonstrate first class customer service to internal (team) and external (rest of company and external companies) stakeholders. As well as showing experience in coordinating meetings with multiple parties or companies and producing quality meeting minutes. Diary management experience an advantage.
Excellent planning and organisational skills with the ability to pay close attention to detail and the ability to work on several projects simultaneously and manage conflicting priorities will be very important within this role.
Accountabilities
1. Assists team members with administration associated with payment including processing POs, managing budgets, Vendors and Emergency Payments and liaison with suppliers and accounts regarding invoices and payment.
2. Coordinating small and large scale meetings including liaising with invited parties/companies, booking meeting rooms, organising catering, organising parking, taking minutes and hosting guests.
3. Coordinating and ordering stationery and associated supplies for the team and for events including proactively pulling together orders, online ordering, checking in stationery.
4. Arranging transport, couriers, travel and all associated tasks for various events as requested by the team.
5. Researching venues, caterers, theming and other event suppliers, collating research findings and preparing reports and presentations as requested by the team.
6. Assisting with general team operational administration including annual and sick leave records, timesheets, new starter and freelance set up, HR and IT documents and other ad hoc duties.
7. Dealing with IT requests and coordination on behalf of the team, liaising with the in house IT team regarding equipment, software, issues and support.
8. Using various IT systems including a content management system to update the events team on a weekly/as needed basis as requested by team members; using a registration/email system software to create and track RSVPs for events; using various iPad apps for guest list management and table plans.
9. Creation of presentations under the team’s guidance and technical set up of these presentations before meetings.
10. Assisting the team with preparations for on site event requirements including badge making, van packing, printing, collating H&S documents and other ad hoc duties.
11. Assist the team on site at events including guest registration, catering set up and pack up, meeting and greeting of talent or speakers, front of house roles etc.
12. Support to the Director including some diary management, assisting with meeting preparations, preparing packs and schedules, producing reports and statistical analysis and other adhoc duties as requested.
13. Other ad hoc duties as required by the team.
Scope & Impact
• This role is a supporting role to the entire events team, providing excellent service, first class administration skills and a ‘nothing’s impossible’ attitude.
• This role is essential to the smooth running and efficient operations of the team as a whole as it provides a backbone and constant support to the team.
• As this role is supporting between 1-5 individuals with differing timelines and deadlines, strong and confident prioritisation skills and the ability to juggle multiple projects, people and deadlines simultaneously is essential.
• Role is required to work flexibly often requiring late night, some weekend working and occasional late nights.
Strategic Planning & Decision Making
• Supports the Director and the whole events team to enable strategic design of events. This role is not responsible for sole decision making but is supported by more senior members.
• Required to give status updates regularly to the team and required to attend and contribute to weekly team meetings.
• Will be required to engage with Nurture relationships with key stake holders and third party event suppliers.
Relationships
• Events Manager – weekly catch ups with day-to-day updates
• Director – on an as needed basis
• Will be required to engage with numerous and various stakeholders around the business, in order to support the team.
• Will be required to liaise with suppliers as and when required.
Knowledge & Skills
• Demonstrated working experience (professional or otherwise) supporting others whilst providing excellent customer service.
• Demonstrated experience of working in a team of similar size (approx. 1-5 people), showing outstanding team working skills. Evidence of providing first class assistance and support to a number of people at one time.
• First class customer service to internal (team) and external (rest of company and external companies) stakeholders.
• Experience in coordinating meetings with multiple parties or companies and producing quality meeting minutes. Diary management experience an advantage.
• Excellent planning and organisational skills with the ability to pay close attention to detail. The ability to work on several projects simultaneously and manage conflicting priorities.
• Excellent communication and interpersonal skills are essential. The ability to manage relationships with a range of people on different levels including clients, suppliers, contractors, talent and freelance staff.
• Demonstrated ability to cope under pressure or stress to ensure the job gets done to a high standard.
• Positive, helpful, ‘can do’ attitude – nothing is a problem and tasks are taken on with enthusiasm and conscientiousness.
• Ability to be resourceful, creative and solve problems autonomously – you find solutions not problems.
• Ability to provide excellent customer service to internal and external stake holders.
• Competent, confident and the go to person for all main computer packages including the Office suite (in particular keynote, word, excel and powerpoint) and internet with Adobe Creative Suites experience advantageous.
• Confident and experienced in learning and using new technology.
• Demonstrates an interest in events and the media industry.
Leadership Behaviours (where appropriate)
• Team Player