Voyageur Publishing & Events is a world leader in the provision of conferences and publications to the international travel healthcare and insurance community.

Summary of the role:

We are looking for an Events Administrator who will be responsible for the overall support of the Events team. This will include all day-to-day office administration and general support tasks pre-event, onsite and post-event. You are someone who is motivated, super organised and proactive, who prides themselves on their excellent attention to detail, calm under pressure and willingness to learn.

Currently we are operating a hybrid model with two – three days per week in the office located in central Bristol. Please note this is a part time role (Tues-Thurs) pro rata, but with the understanding that hours would increase around our flagship event in the Autumn.

Key responsibilities –

Responsibility for support to Events team during pre-planning and execution of all ITIC events:

• Assist with all delegate enquiries and management of the events information inbox
• Data collation and input for events, e.g. event registrations, events mailing lists and updating contact details (delegate management)
• Assist event team members with all pre-event responsibilities (e.g. preparing event material to send to venues, shipping and delivery, delegate lists, name badges, signage preparation, as well as sourcing collateral and managing stock etc.)
• Send, collect and collate speaker/sponsor materials, manage external confirmations, deliverables and communications
• Ensure all speaker materials are received and accurately stored
• Ensure all sponsor and exhibitor deliverables are received and accurately stored in good time such as company logos & descriptions, delegate names and agreed marketing materials
• Manage all invoice processing for delegates. Work closely with the Content, Sponsorship, Event Manager and Coordinator to monitor payments and follow up on collections, as required

CRM, Virtual Software, Website:

• Assist with the setting up and testing of event registration/website pages
• Collation of delegate reports and production of attendee lists, rooming lists etc
• Create new events and management of current events on the CRM system in addition to updating agendas, sponsor booths and speaker information
• Update the website with speaker, sponsor and exhibitor information and make changes to the agenda when required

Marketing support:

• Work with the Marketing Manager on event marketing communications to support promotion and attendance in line with ITIC brand values
• Create registration confirmation, joining instructions and vital information for attendees via the CRM system
• Support the Global Partnerships Manager on new business development via online platforms

What Will I Need?

• Minimum of two years’ experience working as an administrator (ideally in events) with working knowledge of CRM systems (ideally Cvent)
• Enthusiastic, highly organised, proactive candidate with exceptional administrative skills
• Excellent oral and written communication skills
• Previous experience with digital communications and various social media platforms
• Ability to work to tight deadlines, juggle multiple projects and deliver under pressure
• Excellent team player but can work unsupervised on occasion – demonstrating use of own initiative
• A mature approach with excellent client and supplier handling skills
• Strong attention to detail skills
• IT literate, especially with Microsoft Office and Excel
• Attendance at our UK event and flagship Global event

Company benefits:

• EOY bonus/commission scheme
• Private healthcare
• Competitive holiday allocation – the offices are closed between Christmas and New Year which will not be taken from your allocation.