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Assistant Events Coordinator Contract

Posted 6 March by Adecco UK Limited Easy Apply Ended
Assistant Events Co-ordinator (Fixed Term Contract)
35 hours p/w
£19,000 - £22,000
Central London

KEY DUTIES AND RESPONSIBILITIES

The Assistants team work as a team and as such work on a rota to ensure that all daily functions are covered as well as providing continuity and support to Event Co-ordinators for assigned events.

Delegate registrations

*To manage any queries received by email or phone and make sure they are dealt with within 24 hours
*To try and resolve as many delegate enquiries as possible directly, asking for advice as necessary.
*To ensure that delegates registering for an event are entered onto the Department's database, within the department's timeline.
*To ensure that all payments for events (postal bookings, cash, on-line bookings and on the day bookings) are dealt with within the Department's guidelines.
*To ensure all confirmations of booking to be mailed are posted on a daily basis
*To undertake daily financial reconciliation of bookings made with payments taken.
*To ensure that credit card details are never written down/stored and where they are provided, that they are securely shredded immediately.
*To abide by the department's safe handling of cash policy and data protection policy
*To prepare relevant unpaid debtors reports in the lead up to a meeting
*To contact delegates who have made an incorrect payment/booked on to a meeting using an incorrect rate to resolve the issue
*To process refunds as directed

Event support

*Responsibility for preparation of "on the day materials" for assigned meetings. These include:

-Checking and printing of participants lists (up to 4 days prior to the meeting)
-Collation of on-the day materials, including making up folders with pads, flyers, abstract books, evaluation forms etc.
*Setting up registration desk before commencement of registration

*To ensure the smooth running of events on the day of the event, working with the Event Co-ordinator and / or the Team Manager.
*Greeting delegates at the registration desk, ensuring that they have booked for the meeting and have signed in for the meeting
*Taking payment (including personal details) at the registration desk and ensuring that this is processed immediately after registration closes, ensuring that the payment is stored securely before and after financial reconciliation
*Assisting the Event Co-ordinators with managing speakers
*Liaising with catering, AV etc as requested by the Event Co-ordinator
*Post meeting ensure all on-the-day registrations are processed onto the Department's database
*Post meeting to update no shows into the Department's database

Event evaluation

*To ensure that evaluation forms from events are processed within the department timeline
*To ensure the events database is up-to-date

General

*To attend the weekly team meeting and provide the appropriate information for the meeting
*To attend the monthly department meeting
*To undertake any other relevant tasks as per line-manager's request

Performance Criteria

*To provide support to events co-coordinators as requested
*To provide delegates and meeting organisers with a timely and effective service.
*To provide excellent customer service at all times.

Adecco is acting as an Employment Business in relation to this vacancy. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

Reference: 34622134

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