Conference and Events Assistant

Royal College of Anaesthetists

About the Organisation

Royal College of Anaesthetists is the professional body responsible for the speciality throughout the UK. We are the third largest medical royal college in the UK by membership. With a combined membership of more than 24,000 Fellows and Members, we ensure the quality of patient care by safeguarding standards in the three specialities of anaesthesia, intensive care and pain medicine.

About the role

The purpose of this role is to be part of and provide all-round administrative support for the team delivering the College’s education and events strategy. The main area of work for this role is to be the point of contact and to deliver an excellent customer experience for event delegates throughout the event process. This will require the development of in-depth knowledge of College event processes and systems, as well as delivering continuous improvement in these areas. In addition, this role assists the Education and Events Team in the delivery of tasks related to the day-to-day running of a portfolio of over 70 events a year, including event marketing, logistics and administration.

Responsibilities

Customer Service:

• Handle customer enquiries by email and phone for all events, ensuring queries are handled professionally, politely, accurately and in a timely manner
• Maintain all aspects of the customer online event booking process. This includes making sure the end-to-end process is as smooth as possible and that delegates receive the right information at the right time, email confirmations, receipts and event information
• Update and maintain accurate delegate records in our events platform and CRM in line with the College’s Data Protection Policy
• Provide proactive and polite support at events for the speaker and delegates
• Be an advocate for our members and delegates in team meetings

Event Administration:

• Provide general administration support to the Education and Events Team
• Prepare accurate, detailed event-specific material and documents, such as event sign-in sheets, name badges, and speaker bios
• Provide event booking and administration service for other teams in the College
• Support Conference, Event and Partnerships Managers in sourcing and researching venues and materials needed to run events
• Maintain and organise team file stores to ensure ease of use and GDPR compliance
• Occasionally lead on the delivery of smaller events

Event Marketing:

• Support the promotion and marketing of College events to target audiences. This includes email marketing, updating the College website, data management, social media, and exploring new marketing channels
• Ensure all College events are added to external event calendars
• Support the creation of event materials, including brochures and emails
• Maintain event asset management and manage event stock

Event Logistics:

• Support the Education and Events Team with delivering events, online and face-to-face
• Support the editing of event video recordings
• Attend events and assist with the setup, greeting and registration of participants, directing delegates, handling of microphones and pack down
• Demonstrate a confident presence at events and ensure the team is supported
• Work away from home on occasion to support the delivery of events

Event Reporting & Finances:

• Update delegate number reports weekly; support the collation and management of event feedback
• Support the Conference, Event and Partnerships Managers in the financial management and reporting of events, including the processing of speaker expenses and reporting delegate income

Skills, Competencies, Experience & Attributes

Qualifications, Skills, Knowledge & Experience:

• Strong interest in event management and professional development
• Ability to handle customer queries with professionalism, precision and speed
• Confidence in organising and maintaining accurate digital records
• Confident and professional oral and written communication
• Self-motivated, with a proactive approach to problem-solving and time management
• IT experience, including MS Office (and related software), databases and social media
• Ability to travel occasionally for work

Compensation & Benefits

• 26 days of annual leave, plus bank holiday
• 1 additional paid day of leave for the purpose of celebrating your birthday
• Healthcare support through Benenden Health
• Up to 12% pension contribution
• Hybrid and flexible working
• Wellbeing hour once a week
• Cycle to work and employee discount schemes
• Training and development opportunities
• Access to Mental Health First Aiders and Employee Assistance Programmes

Conditions of employment

• Applicants must have the right to work in the UK.

Working locations

• Hybrid model, working in the London office and remotely

How to apply

• If you believe that you are the right person for this role, please submit your CV and Cover Letter to [email protected] by Friday, 3rd April 2026.
• If you have any questions or would like more information about this opportunity, please contact: [email protected].

Interviews

• Unfortunately, due to the volume of applications, we are unable to provide detailed feedback to candidates on their applications.
• Only short-listed applicants will be contacted after the closing date.
• Please note that the closing date is subject to change.

Policies

At RCoA, Equality, Diversity and Inclusion is a core part of our culture, so it is important to us that this is reflected in everything that we do. We welcome all individuals irrespective of age, race, sex, gender identity or expression, sexual orientation, ethnicity, religion or belief, disability, marital or civil partnership status, or parental and caring responsibilities to ensure we actively embrace an inclusive and representative culture that encourages, supports and celebrates our differences.

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