Events Assistant

Royal Geographical Society

Hours
35 hours per week

Salary
£26,038 - £26,675 per year

About the Organisation

Royal Geographical Society (with the Institute of British Geographers) is a learned society and professional body for geography and geographers. It is also a charity and a membership organisation. The Society was founded in 1830 and has been one of the most active of the learned societies ever since. It was pivotal in establishing geography as a teaching and research discipline in British universities and continues to play a key role in geographical and environmental education.

The Society is a leading world center for geographical learning, supporting education, teaching, research, professional practice, and scientific expeditions, as well as promoting public understanding and enjoyment of geography and providing advice to policymakers

About the role

As part of a small team, the Events Assistant will support the Venue Hire team with general administrative tasks, sales, planning, and delivery of events and exhibitions for external venue hire clients, as well as support Society colleagues with internal event planning. The Society offers the hire of the Ondaatje Theatre and associated rooms to individuals and commercial, educational, and not-for-profit organisations for small-scale meetings, seminars, evening lectures, large daytime conferences, receptions, and weddings. The net income from this business provides essential support for the Society’s charitable activities.

The post holder will primarily be expected to provide efficient and accurate administrative support to the Venue Hire team. This includes communication in writing, on the phone, by email, and in person with clients; setting up Collections showcase displays; filing; database input (room booking system); displays; customer invoicing; and other administrative support to enable a smooth and efficient office. They will also help to sell, organize, and facilitate aspects of a small number of events, including liaison with associated contractors, and act as a point of contact for clients in the lead-up to, and on the day of, an event.

Responsibilities

• Maintaining regular office administration, this includes answering telephone calls and dealing with email enquiries, drawing up contracts, and liaising with suppliers. Ensure the timely issue of invoices to clients on completion of an event.  
• Maintain the computerised events booking system in an organised and accurate fashion. 
• All provisional and confirmed event bookings, both internal and external, are entered in detail into the Society’s computerised room booking database.  
• Compile and send booking forms to clients confirming the client’s event needs and the  agreed hire rates on the best commercial terms to the Society, based on a sound knowledge of  the charging systems in place. 
• Work with other members of staff to assist in the smooth setup and running of internal  or external events, whether through liaison and planning in advance of events, checking of  requirements for the event, liaising with other parties such as the caterers and technical suppliers, or moving furniture and other hands-on work.  
• Acting as the first point of contact for a small number of selected new potential and existing clients based on comprehensive knowledge of the building’s layout and facilities, and the practicalities of running events in the rooms. Turn enquiries into sales (confirmed bookings), often from accompanied show rounds of the premises for new clients. 
• Agree with the client on their specific requirements for event logistics and staffing (security, cloakroom, audio-visual, other support as required). 
• To act as the Duty Manager for those and other clients on the day of their event in terms of support, liaison, issue resolution, and checking of client satisfaction. To ensure the in advance readiness of audio-visual and IT facilities and be available to the client for presentation and other set-up requirements, as well as being on site to ensure health and safety requirements are met.  
• Assist other team members in managing the venue hire content of the Company’s website,  venue hire social media channels, and venue listings on external websites. 
• Assist other team members in managing staffing bookings at the venue, in planning and scheduling staffing requirements for all events in the building with external suppliers. Manage payments for external staffing suppliers and freelancers.

Skills, Competencies & Experience

Essential:

• Good organisational and administrative skills with an eye for detail. 
• Excellent communication skills, including an efficient, helpful, and diplomatic style, and a good telephone/email manner, coupled with an ability to act with authority and initiative on occasions. 
• The ability to deal with people from all walks of life in a manner that reflects favourably upon the Company is essential: these may be staff, tenants of the premises, Fellows and other members of the Company, existing and potential customers, distinguished visitors, tradespeople and contractors, or members of the public. 
• Willingness to work flexibly outside of usual business hours and sometimes long hours, and occasional weekend work, as part of a team, complementing and backing each other up, and also supporting other members of the department. 
• Self-motivated, hard-working, and able to prioritise and cope with the pressures of a busy office. 
• An intelligent approach, and genuine interest, and an enthusiasm for the work of the Society.  
• Interest in developing a sound understanding of the history of, and sensitivity to the fabric of, the Society’s Grade II* listed premises; and similar awareness of our historic Collections. 
• A good standard of PC literacy, particularly with Microsoft Office and email, and a willingness to be trained in setting up and using audio-visual equipment. 
• Energy and physical capability to share in the setting up of rooms for event use, including the moving of furniture. 
• A well-developed sense of security and risk awareness, and of health and safety matters.

Desirable:

• Strong administrative work experience, preferably in a professional events team.

Compensation & Benefits

• 25 days of annual leave per annum plus public bank holidays.
• Society closure between Christmas and New Year, in addition to the basic annual leave allowance.
• Pension scheme - 3% employee, 7.5% employer.
• Group Life Assurance at four times the basic annual salary.
• Corporate eye care vouchers.
• Cycle to work scheme.
• Free 24-hour Employee Assistance helpline with available counselling support.

Conditions of employment

• You must have the right to work in the UK

Working locations

• South Kensington, London SW7 UK

How to apply

• To apply, please email [email protected] with a copy of your CV and a covering letter explaining your suitability for the post and how you fulfil the selection criteria, along with the Monitoring Form. Applications must be received by 9.30 am on Monday, 20th October.

Interviews

• Interviews are planned to take place in the week commencing 27th October
• We thank, in advance, all candidates for applying, and regret we are unable to write separately to those who are not selected for an interview.

Policies

The Society aims to be an equal opportunity employer.

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