Virtual Events Co-ordinator

Background

We are a small team of specialist software events organisers, with an outstanding reputation, operating since 2004. Our aim is to provide “great rather than big events”. We want our participants to enjoy an event experience that is second to none and we believe this is achieved through practitioner-focussed events with active participation as a key ingredient.

We provide events that are close to our heart: high-value, affordable, interactive and exceeding participant expectations.

Role
You will Report to the Operations Manager but will be working closely with our Event Producer. We are looking for someone to assist with administrative and coordination support across our three online virtual events scheduled for September to November,

You will provide effective and efficient administrative and operational coordination/support for the smooth running and successful outputs of our events. Our events overlap, so you will be working on multiple events at one time, and you will be dealing with multiple stakeholders of various levels.
This will become a very busy role in the lead up to the event so will require a calm head under pressure and some flexibility regarding work hours.
You will need to be immediately effective within the role, so proven relevant skills and experience is essential.
Key Responsibilities
Close liaison with participants, providing pre-event guidance and support for ticketing, virtual platform use and any other queries that may arise.
Look after all conference speaker requirements and assist with ensuring all information required is received and speakers are supported and ready for their sessions
Look after sponsor requirements, ensuring expectations are met.
Assisting with the running of live virtual events, handling participant queries and troubleshooting on the day of the event to ensure that all events run smoothly
Assist with sourcing and adding virtual venue content ie library, food area, relaxation area etc
Assist with setting up the scheduling and online testing, and pre-event run-throughs.
Briefings of volunteers,
Assisting with technical issues, opening and closing sessions, adding slides/videos to the website, interacting with speakers, participants and sponsors.
Support the event producer in any other areas such as invoicing, email enquiries, being a second pair of eyes, collating data for pre and post event reports.
Managing simple website updates and posting social media
Assist with post-event follow-up, evaluation and analysis
Skills and Experience
Strong administrative & organisational skills (planning, organising, coordinating, and implementing
Ability to work independently and assume responsibility for assisting with the delivery of all our events
Excellent attention to detail and proof-reading skills
Good standard of IT skills
Excellent organisational skills, able to work under pressure and within tight timelines
Must show the right attitude towards customer service and upholding the company’s values of delivering top events
‘Can-do’ attitude and a willingness to be flexible if business priorities change
Excellent problem-solving skills with the ability to think quickly and react promptly to potential problems
Ability to confidently liaise with contacts at all levels
A self-starter who can work independently and as part of a team
Ability to think ahead and anticipate needs before they arise
Ability to exercise discretion in dealing with confidential or sensitive matters
It is important that there is a certain amount of flexibility in relation to taking on new responsibilities
Excellent IT skills – ideally with GSuite, Zoom, content management systems, Slack, Eventbrite.
Salary Terms and Benefits
This is a fixed term part time position from early September to the end of November with flexibility available on hours and working pattern. We anticipate that this will approximately 15 – 20 hours per week between events, with up to 30 hours per week on event weeks. The role will be a remote working position. £12-£15ph depending on experience
Must have the right to work in the UK.

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