Full job description

A Junior Administrator (Event Support)

assists in managing administrative tasks related to events. This role is designed for someone who can help ensure smooth event operations, handle documentation, and provide support in event-related tasks. The position requires knowledge of permit applications, event documentation, and general office administration.

Key Responsibilities:

• Event Documentation and Coordination:
• Assist with the preparation and management of event-related documents (e.g., contracts, permits, agendas).
• Help maintain records of event plans, vendor agreements, and event timelines.
• Ensure all necessary documentation is submitted for permits and other regulatory requirements.
• Permit Applications:
• Research and assist with the completion of necessary permit applications for events.
• Track the status of applications and follow up with authorities as needed.
• Ensure compliance with local regulations, obtaining permits well ahead of event dates.
• Administrative Support for Event Planning:
• Provide administrative support to event managers or senior staff in organizing meetings, briefings, and event schedules.
• Assist in coordinating logistics, such as venue bookings, transportation, and catering.
• Help in communicating with vendors, sponsors, or participants for event details and updates.
• Data Entry and Record Keeping:
• Maintain and update databases and spreadsheets for event-related information.
• Organize event documentation, keeping track of contracts, invoices, and permits.
• Ensure all event records are properly filed and easily accessible for reference.
• General Office Support:
• Answer calls and handle inquiries related to events.
• Assist in scheduling meetings or appointments with event stakeholders.
• Manage correspondence and provide communication support to team members.
• Customer and Client Interaction:
• Assist in handling client requests and inquiries related to event logistics.
• Help facilitate communication with clients regarding event documentation and permit requirements.
• Ensure clients receive timely updates on event planning and documentation.
• Post-Event Documentation:
• Assist with compiling post-event reports and documentation.
• Help in ensuring all necessary paperwork is submitted, including vendor invoices, permits, and final event summaries.
• Maintain a record of event feedback for future planning and improvements.

Required Skills and Qualifications:

• Knowledge of Permit Applications: Understanding of event permits, licenses, and local regulations.
• Administrative Skills: Strong organizational skills and attention to detail in managing event documentation and schedules.
• Event Documentation: Familiarity with documentation related to event planning and management (e.g., contracts, vendor agreements, insurance).
• Communication Skills: Strong verbal and written communication skills for interacting with clients, vendors, and event staff.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and general office software.
• Multitasking and Prioritization: Ability to handle multiple tasks at once and prioritize effectively.

Preferred Qualifications:

• Background in administrative support for events or event coordination.
• Experience handling event documentation, including contracts, permits, and logistics.
• Knowledge of event industry practices and terminology.
• Ability to work under pressure in a fast-paced environment.

Job Type: Full-time