Senior/Events Assistant - London

The Team

Portland’s Events team delivers approximately 100 events per year, including high-profile launches, panel debates and gala dinners, as well as large-scale conferences, seminars and networking events. As part of an integrated public affairs and corporate communications agency, we work alongside the Marketing team to deliver events to promote Portland’s expertise, as well as delivering events for some of the most recognised organisations. Our clients include Heathrow, Network Rail, Uber and Diageo.

The role

The Events Assistant will support Portland’s events team on day-to-day tasks event management tasks. The Events Assistant will also lead on their own events, including:

• In-house events taking place at Portland’s head office
• Small external marketing events such as dinners up to 20 guests
• Quarterly parties for Portland staff (BPI)

Key responsibilities

Responsibilities include (and are not limited to):

• Researching venues and suppliers around London and the UK
• Attending off-site meetings such as site visits and tastings
• Designing and distributing invitations on email campaign software
• Developing attendee lists and recording responses
• Handling guest enquiries in a timely and professional manner
• Updating internal teams on attendee numbers
• Organising transport and couriers for the events team
• Producing and organising printed materials for all events such as name badges and guest biographies
• Organising and attending internal meetings and brainstorms
• Maintain the event management software and shared files
• Write and publish the team’s internal blog, including gathering content from other team members
• Liaise with the finance team to ensure purchase orders are created and invoices are processed on time
• Stock-check materials and equipment for internal and external events, placing orders with the office management team where necessary
• Write post-event reports for projects they have led on, and feed in to other post-event reports where needed
• Assist the events team on-site at external events

Skills and competencies

Skills:

• Have demonstrable experience in managing event logistics in a previous role or internship;
• Have a good knowledge of London venues and suppliers;
• Be confident dealing with colleagues at every level – from researcher to partner. Have experience of dealing with high-profile speakers and guests;
• Have experience using event management software and / or email marketing tools;
• Have strong skills in Microsoft Office programmes, particularly Excel and Power Point

Competencies:

• Be organised with the ability to manage your own workload and work under pressure;
• Have a keen eye for detail;
• Be efficient and reliable;
• Be able to take direction and report progress on your work with others;
• Be able to manage projects independently where required;
• Have initiative and be proactive in supporting the wider team