Events Administration Assistant

Job Role: Event Administration Assistant
Location: Edinburgh (Hybrid working available)
Start Date: 27th January 2025
End Date: 7th March 2025
Pay Rate: £13.40 - £14.98 per hour (dependent on experience)
Working Hours: 28 hours per week, 4 days (09:00-17:00). Flexible working days, but must be available for the event on Wednesday, 26th February in central Edinburgh.

We are seeking a highly organised and proactive Event Administration Assistant to support the delivery of a key event. The role involves both administrative and event coordination duties, requiring excellent attention to detail, communication skills, and the ability to manage multiple tasks efficiently.

Key Responsibilities:

• Use Eventbrite to extract key attendee information during and after registration (e.g., dietary/accessibility needs, session sign-ups).
• Prepare and print badges and lanyards.
• Finalise attendee lists and collate attendee data.
• Gather and prepare equipment and materials for the event.
• Support planning meeting admin and assist with event communications/marketing admin as needed.
• Contact external organisations to confirm interest in attending and having a stand.
• Coordinate all follow-up correspondence and keep the event organiser updated on arrangements.
• Help create a floor plan of tables and prepare a summary sheet of participating organisations to share with online delegates.
• Provide on-the-day support to stand holders during setup.
• Organise materials/plasmas for the event and coordinate staff attendance at the organisation's stand.
• Communicate arrangements to team members and provide updates to the event organiser.
• Provide hands-on assistance to stand holders and team members to ensure smooth setup and execution.
• Contribute to event evaluation and feedback.
• Collate attendee data (sign-ups vs. attendees for both in-person and online sessions).

Essential Skills & Experience:

• Strong administrative skills with proficiency in Microsoft Excel.
• Excellent communication and organisational abilities.
• Experience in supporting event delivery.
• Familiarity with Eventbrite (or similar platforms) preferred.
• Comfortable working with MS Teams.

This is a fantastic opportunity to gain hands-on experience in event coordination while working within a supportive and dynamic team. You'll play a crucial role in ensuring the success of a high-profile event. If you are enthusiastic, organised, and ready to hit the ground running, we'd love to hear from you!