Events Administration Assistant

Microbiology Society

About the Organisation

Microbiology Society is a membership charity for scientists interested in microbes, their effects, and their practical uses. It has a worldwide membership based in universities, industry, hospitals, research institutes, schools, and other organisations. Our members have a unique depth and breadth of knowledge about the discipline. The Society’s role is to help unlock and harness the potential of that knowledge.

About the role

The Events Administration Assistant is responsible for supporting the Events Operations Manager with ensuring the accurate management of registrations, financial processes, documentation and stakeholder communications, providing successful operational delivery of the Society’s full programme of events and will play a key role in maintaining high service standards for delegates, speakers and partners while supporting the smooth delivery of conferences and meetings.

The postholder will maintain and update event databases, including processing registrations, amendments and cancellations, process event payments, and provide administrative coordination for these events, including registration management, speaker communications, documentation and logistics tracking. The successful candidate will have experience in a customer-facing role with excellent communication and organisational skills, and have excellent attention to detail.

Responsibilities

Event Administration:

• Provide comprehensive administrative support for event registration delegate bookings, communications and associated queries.
• Act as the first point of contact for delegate enquiries, responding promptly and professionally.
• Maintain and update event databases, including processing registrations, amendments and cancellations.
• Produce regular registration and financial reports as required.
• Administer group bookings and support delegate invoice requests.
• Prepare and issue invitation letters to support visa applications where required.
• Produce and distribute post-event certificates of attendance in a timely manner.

Financial and Process Administration:

• Support the administration of event payments, liaising with finance colleagues where necessary.
• Monitor outstanding registrations and assist with follow-ups.

Delegate and Stakeholder Support

• Act as the first point of contact for delegate enquiries, responding promptly and professionally via email, telephone and in person.
• Effectively liaise with speakers, organising committees, suppliers and delegates to ensure accurate information flow.
• Provide administrative support for speaker communications and event materials.

Operational and Event Delivery Support:

• Support the planning and delivery of assigned smaller and online events under the supervision of the Event Executive and Events 

Operations Manager:

• Provide administrative coordination for these events, including registration management, speaker communications, documentation and logistics tracking.
• Support on-site event operations where required, including registration desk duties and event breakdown.
• Assist with logistical administration such as badge printing, transport coordination and packing of conference materials.
• Other duties as determined by the Events Operations Manager.

Skills, Competencies, Experience & Attributes

Knowledge & Skills:

• Experience in an administrative, and customer-facing role.
• Experience communicating professionally via email, telephone and in person.
• Strong organisational skills with the ability to manage multiple workstreams and deadlines.
• High level of accuracy and attention to detail.
• Confident using databases, CRM systems or online registration platforms.
• Ability to work collaboratively within a team environment.

Compensation & Benefits

• Highly competitive salaries with an annual cost-of-living increase
• 23 days holiday + eight bank holidays and three additional days over the Christmas break
• 10% employer salary sacrifice pension contribution
• Life insurance, including free (health and wellbeing) employee support services
• Enhanced maternity pay to include 26 weeks of fully paid maternity leave and 13 weeks of statutory maternity pay
• Enhanced Adoption pay to include 26 weeks of fully paid adoption leave and 13 weeks of statutory adoption pay
• Season Ticket Loan Scheme
• Cycle to Work Scheme
• £50 contribution towards eye care

Conditions of employment

• You need to be eligible to work in the UK. We are not able to sponsor visas.

Working locations

• Hybrid model, working in the London office and remotely

How to apply

• Apply to our website
• Please attach your CV and Cover Letter. 

Interviews

• Please note that only shortlisted candidates will be contacted.
• You will be asked to confirm your eligibility before being shortlisted.
• Please note that due to limited resources, only shortlisted candidates will be contacted. Therefore, if you do not hear from us within two weeks of the closing date, please assume that your application has been unsuccessful on this occasion.

Policies

It is important that you do not include your Personal Information, name and contact details in your CV or Cover Letter. This is because the Microbiology Society is an equal opportunities employer and welcomes applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation, or age. We value, promote, and seek diversity.

The Society also takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused, or disclosed, and is not accessed except by our employees in the proper performance of their duties.

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