Event Assistant apprenticeship

Role and Responsibilities

Administrative Support Manage and update attendee databases with accurate and consistent data entry Prepare and edit documents, reports, and presentations related to attendee and event information Organise and maintain physical and digital filing systems to ensure accessibility and compliance with company policies Respond to inquiries via email, phone, or in person with professionalism and attention to detail Support the team with general administrative tasks, mailings, and ad hoc projects as needed

Event and Meeting Coordination:

Collaborate with event planners to manage registration processes for in-person, virtual, and hybrid events Assist with scheduling and confirming appointments, meetings, and event timelines Support the creation of event materials such as invitations, reminders, surveys, and post-event communications Help gather attendee-specific information, including preferences, accommodations, and other logistical needs Prepare and print name badges, tent cards, signage, and other event materials as required Gather facts and collate information in response to a brief or request, like searching for the right location and venue for an event

Data Management and Reporting:

Collect, organise, and analyse attendee data to support event and organisational goals Generate reports and insights on attendee participation or other key metrics as needed Ensure the confidentiality of sensitive data (PII) and adhere to compliance standards Assist in the preparation, management and reconciliation of event budgets by collecting information, checking data and making calculations Use efficient and effective measures to conclude a project in the most proficient way Use a range of event technology platforms and in-house bespoke software systems and databases

Communication and Customer Service:

Serve as a primary point of contact for attendee-related questions and concerns Liaise with event planners, vendors, and internal departments to ensure seamless attendee experiences Speak and write clearly in order to prepare written communications or provide instructions that are needed for a client, supplier or team member Build and maintain effective relationships with event stakeholders, clients, colleagues and suppliers to ensure collaboration throughout the planning and organisation processes

In-Office and On-Site Support:

Assist with packing, ordering, and tracking event supplies, ensuring all materials are delivered on time Support in-office preparation tasks, including organizing materials, inventory management, and shipping logistics Travel to event locations as needed to provide on-site support for registration, attendee check-ins, and event execution Collaborate with the creative team to review, print, and prepare event collateral and signage Respond to requests from the different functional teams and carry out a variety of daily and weekly tasks to assist in the planning and preparation of an event

General Duties:

Maintain open communication with the team manager to address issues or challenges Adhere to the company’s time-tracking policies and systems Proactively contribute to a clean and organized office environment Complete ad hoc requests and projects as assigned by clients or internal teams Show careful attention to regulations and internal policies

Training:

Through shadowing and observing roles, on the job purposeful practise, online and virtual training sessions, 6 hours per week off the job training, mentoring, 1-2-1 coaching and attending events and meetings.

Training Outcome:
The future prospects for this role are promising, with opportunities for growth in various areas depending on the individual's interests and performance

Employer Description:
Building A Brand Starts With Our Story FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group. FIRST also understands that businesses worldwide, including us, need to adopt more sustainable and socially responsible practices. Our vision of sustainability at FIRST is about fostering a People centric, Purpose driven & Planet conscious culture. Learn more at www.firstagency.com. Our story started over 25 years ago growing through collaboration, innovation, strong culture, and a focus on people, specifically our people. Our people inspired, developed, and grew FIRST to the incredible brand experience creator it is today. Our hope is that you become the next page of our story in developing how our agency connects more people beyond what they thought was possible. A welcoming, creative and ambitious workplace that offers personal and professional growth for all individuals. At FIRST, you'll find: A welcoming workplace that fosters diversity and belonging with a focus on team members feeling valued, respected, and supported. Creative teams that enjoy challenging work with an ability to make an impact on those around them. An experiential organisation that cares about the development and career experience of each employee, focusing on excellence and flexibility with the right balance of structure to thrive.

Working Hours :
Monday- Friday Shifts to be confirmed

Skills:
Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Presentation skills,Administrative skills,Analytical skills,Team working,Creative