Events Assistant

Geological Society of London

About the Organisation

Founded in 1807, we are the oldest geological society in the world. Today, we are a world-leading communicator of Earth science – through publishing, library and information services, cutting-edge scientific conferences, education activities, and outreach to the general public. We also provide impartial scientific information and evidence to support policy-making and public debate about the challenges facing humanity.

We have a membership (Fellowship) of c. 11,600, more than 2,000 of whom are based outside the UK. Approximately 3,000 are Chartered Geologists or Chartered Scientists - professionals who have demonstrated a high level of technical competence in their field and a commitment to professional ethics. Geological Society is a registered charity and employs just over 50 staff at its offices in London and Bath. Our London office is situated in the beautiful London hotspot of Piccadilly in Burlington House, just next door to The Royal Academy.   

About the role

 Events Assistant plays a crucial role in supporting the planning, coordination, and execution of various events, such as conferences, meetings, and social gatherings. This position involves a blend of administrative tasks and on-site event management to ensure seamless operations and successful outcomes.

Responsibilities

Overall Responsibilities Requirements:

• Support the events team with managing sales and general events inquiries in a timely and efficient manner.
• Supporting the team in delivering show rounds to prospective clients when needed.
• Work collaboratively with the Venue Hire Lead, Head of Events, and Buildings Manager to communicate key information taking place across Burlington House.
• Support events by raising invoices and resolving queries promptly.
• Events with conference administration including delegate liaison, abstract management, badges, and other ad-hoc event requirements.
• Events with training course administration including delegate liaison, course materials management, and training requirements.

Event Operations:

• Events team with ad-hoc events out of hours where needed across the year.
• Ensure the event spaces are well maintained in collaboration with the Buildings Manager and Venue Hire Lead.

Teamwork:

• Proactive in identifying areas for potential improvement in the events administration process.
• Take part in developing more efficient ways of working within the team attending team meetings and updating on administrative areas.
• Ensure that positive working relationships are continued across departments at GSL.
• Participate in wider meetings including External Relations and Health & Safety.

Other Responsibilities & Expectations:

• Post holder is expected to work flexibly to respond to changing needs at The Geological Society.
• Expected to undertake any other responsibilities or tasks consistent with the role and reasonably required by the Head of Events and Training.

Skills, Competencies & Experience

• Excellent organizational skills.
• Experience 1-2 years working in events, membership, and venue/ hospitality administrative background.
• Confident individual with a can-do attitude who uses initiative to make things happen.
• Team player, working effectively both independently and in a team.
• Competent with Microsoft Office and basic Excel programs.
• Collaborative spirit, willing to work across multiple teams to achieve the best possible outcomes.
• Strong level of spelling and grammar.

Essential:

• Personable, customer service and networking skills
• Awareness of administering events for similar organizations and venues.

Desirable:

• Working within a heritage venue similar to Burlington House
• Awareness of the events industry

Required Qualifications

• Degree Qualification and Equivalent

Compensation & Benefits

• 25 days Annual Leave Plus Bank holidays
• 2 days extra holiday days per year
• Contributory Pension Scheme
• Access to 24/7 online GP with Mental health & Wellbeing Counselling
• Cycle to Work scheme
• Season Ticket Loan Scheme
• Life Assurance and Income Protection Schemes

Conditions of employment

• You must have the right to work in the UK

Working locations

• Hybrid model, working in the London office and remotely

How to apply

• Send an email to [email protected] with a CV and a cover letter, with the subject line "Events Assistant" on 7th March 2025 at 11 PM

Interviews

• Shortlisted candidates will be contacted for an interview

Policies

• Society is committed to fostering an inclusive culture that promotes equality, values diversity, and maintains a harmonious inclusive environment in which the rights and dignity of all its members visitors, and staff are respected. We are an equal opportunities employer and the post-holder will be expected to adhere to and support the Society’s commitment to diversity, equality, and inclusion.

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