Event Logistics Coordinator

Event Logistics Assistant / Coordinator

Circa £19,000 to £21,000 per annum

Stevenage, Hertfordshire

We are looking for an Event Logistics Assistant / Coordinator to join the IET family!

We are the IET and we inspire, inform and influence the global engineering community to engineer a better world. As a diverse home across engineering and technology, we share knowledge that helps make better sense of the world in order to solve the challenges that matter. It’s why we are uniquely placed to champion engineering.

You will be working in a busy events team to help organise approx. 80 events including dinners, conferences, awards ceremonies and exhibitions throughout the year. Your responsibilities will range from handling requests for information, admin support, leasing with conference attendees, producing digital publications and delegate materials. You will be required to work onsite at events supporting the Event Manager and attend Committee Meetings.

Having ideally gained previous events experience, you will certainly be a good organiser, able to juggle multiple tasks, methodically, to tight deadlines. Strong communication, customer-service and relationship-building skills are vital, as is a good grasp of Word, Excel, Outlook and databases. Knowledge of PowerPoint would be useful, as would proof-reading skills with good attention to detail. You must also be able to travel to events and stay overnight on occasion.

If this has fired your imagination and you want to work with a hugely dedicated and enthusiastic team of professionals, then please send in your CV today.

Main Duties and Responsibilities (summary)

• Management of systems, managing communication with author and delegates, dealing and negotiating with suppliers of event equipment, materials, ensuring the quality of the product.
• Become a super user for our submission system and preparing and updating training documents and user guides for these systems
• Responsible for the production of delegate lists, badges, place cards and any other event materials with attention to detail and a high degree of accuracy.
• The collation of speaker presentations and production of header slides
• Production of conference proceedings and supporting documents
• Production of attendance and CPD certificates for events
• Working with the Event Logistics Manager on the delivery of activities that run alongside events, including Special Interest Journals, technical visits, social activities etc
• Working with the Event Logistics Manager on post event activities and requirements
• Be responsible for the Events packing area and ensure it is fully equipped, ordering new stock for the team as and when required.
• Work effectively with the event organising committees, sub-committees and working groups
• To attend events ensuring their professional delivery on site
• Management of the set-up, point of contact for queries throughout the registration process, handling any complications that may arise
• Management of Student Volunteers and organisation of their working schedule at events, monitoring them throughout the event.
• To be highly proficient on PowerPoint and other aspects of onsite delivery of presentations

Person Specification

Essential Criteria

• GCSE maths and English at grade C or above, or equivalent;
• Excellent organisation skills with the ability to juggle several tasks at once to meet strict deadlines
• Ability to work methodically and accurately
• Strong interpersonal skills, with the ability to build effective relationships with a wide range of people
• Strong verbal and written communication skills
• Good telephone manner
• Excellent customer service skills and awareness
• Proactive and enthusiastic outlook
• Computer Literate with a good working knowledge of MS Word, Excel, Outlook and experience of using databases
• Must be a good team player
• Able to travel and stay overnight when required
• Basic Disclosure check

Desirable Criteria

• Some relevant work experience in the events industry
• A good understanding of Microsoft Office packages
• Experience of working in a business office environment
• Proof reading skills/experience
• Good working knowledge of current social media platforms

The IET is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.