Spitalfields, Greater London
£25,000 per year
Permanent, Full-time
Job description

We’re looking to recruit a highly organised, proactive and enthusiastic events officer to join the busy CharityComms events team.

Purpose of the role

This key role provides operational support of the events programme as directed by the Head of Events, with the purpose of delivering CharityComms’ charitable objectives, meeting the needs and expectations of our members, and driving membership and brand engagement.

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The CharityComms events programme

CharityComms is a thriving membership network of more than 8,000 communications professionals working in over 500 UK charities. Our vision is for effective and inspiring communications to be at the heart of every charity’s work for a better world.

Our varied and constantly-evolving programme of activities is aimed at raising the standards of communications across the sector and connecting communications professionals through sharing best practice. Our exciting events calendar includes 60+ events each year to support our fantastic members, including conferences, seminars, workshops, special interest groups and UK-wide group events.

We’re a small and friendly team based in Spitalfields (with good transport links to Liverpool Street, Aldgate East and Aldgate). Normal hours of work are from 9:30 to 5:30 and TOIL will be given for events that fall outside of the normal hours of work.

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Job Description (key tasks and responsibilities):

Event logistics and event management

  • Source and book venues for special interest groups, UK-wide groups, seminars, workshops, member socials and the Inspiring Communicator Awards.
  • Manage a portfolio of events from booking through to on-the-day event delivery, including: the Inspiring Communicator Awards, member socials (annual pub quiz) and all workshops.
  • Complete risk assessments, conduct site visits, draft briefing documents and support event programme where needed.
  • Book travel for events such as train tickets for UK-wide events and taxis/couriers to take event materials to/from venues

Event budget support

  • Ensure the event budget is up-to-date with venue costs, catering, AV etc and is in keeping with the budgeted costs. If there is a risk of going over budget, to report this to the Head of Events immediately.

Live streaming and videos

  • Responsible for filming and editing footage from events including live broadcasts and offline recording, followed by post-event editing and uploading
  • Responsible for live broadcast bookings and communication
  • Responsible for reviewing and improving the remote viewers’ experience both via live broadcast and video recordings

General events

  • Assist Head of Events with pre-event prep
  • Attend and assist with the events
  • Post-event follow-up including preparing presentation slides to go on the website, upload to SlideShare and embed on the event page
  • Brief and support event volunteers at seminars and conferences.

Conferences

  • Keep track of breakout sessions and advice surgeries and close any sessions that are full
  • Allocate advice surgery slots to delegates
  • Use InDesign to produce conference programme and other event materials
  • Assist with sponsor logistics e.g. co-ordinating advice surgeries, collecting bios, reminding them of deadlines to send their inserts etc.

Customer Service

  • Assist in making improvements to events experience online – website (WordPress), booking system and CRM (Salesforce), email etc.
  • Troubleshoot event bookings and respond to delegate and queries
  • Assist in making improvements to the physical events experience
  • Create surveys and feedback forms for events and annual events research for conferences and seminars, special interest groups and UK-wide groups, collate and share the results/feedback with the team, and send gift cards to prize winners

IT & Technical

  • Draft and schedule event correspondence in Campaign Monitor, including invitations, reminders, updates, day before emails with agendas and delegate lists, advice surgery time slots, breakout session confirmations, post-event follow up etc
  • Create event pages on Salesforce and website, and make any updates
  • Create rotating slides for conferences, seminars and all special interest groups events

Reporting

  • Assist in the creation of quarterly performance reports for trustees
  • Conduct adhoc research projects such as competitor research

Event Calendar Setting

  • Actively contribute to the planning of our annual events calendar by working closely with the Head of Events, Senior Content Producer and the Events and Membership Assistant. Planning typically begins in August with the calendar launching in November each year.

Person Specification:

Essential

  • Highly motivated and goal-orientated
  • Proactive – always thinking ahead and acting to ensure the smooth running of the events programme
  • A practical hands-on approach
  • Excellent organisational and administrative skills
  • Ability to work alone, with others and under pressure
  • Ability to demonstrate initiative and creativity
  • Positively communicate with others, with the confidence to listen, understand and action accordingly
  • A good level of IT literacy, including the use of databases, AV systems, mail management systems
  • Experience of working in a busy events team
  • Experience of managing projects or events to a specified deadline
  • Excellent communication and interpersonal skills, with an emphasis on customer service
  • Able to complete tasks to a high standard and to deadline
  • Empathetic with the goals and vision of CharityComms
  • Positively communicate with others, with the confidence to listen, understand and action accordingly
  • Ability to work cooperatively with others to achieve goals
  • A willingness to work outside of normal business hours for events (TOIL will be given)

Desirable

  • Salesforce or similar CRM, Mail Chimp or Campaign Monitor for mail management
  • Experience of conducting site visits, carrying out risk assessments and writing event plans
  • Commitment to self-directed learning and sharing new ways of working with colleagues
  • A willingness to network with our members at events

 

Diversity and Inclusion

At CharityComms we value diversity and we're committed to creating an inclusive culture where everyone can be themselves and to reach their full potential. We actively encourage applications from people of all backgrounds and cultures and believe that a diverse workforce will ensure our network benefits from our varied skills and expertise.

Application Deadline

Applications close on Monday, 28 October at 9am. Please apply with your CV and a cover letter (no more than 2 pages) outlining how you meet the person specification to Vanessa Weddell, Head of Events.

No agencies, please.

Posted on: 07 October 2019
Closed date: 28 October 2019
Tags: Admin, Project Management

The client requests no contact from agencies or media sales.