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Events Administrative Assistant

Events Administrative Assistant

Mary Jane Vaughan DesignsLondon, England, United Kingdom
3 days ago
Job type
  • Full-time
Job description

Job Title : Experienced Event Administrative Assistant

Location : Battersea, London, UK

Reports To : Creative Team

Type : Full-time, Administration role

Salary : Competitive, depending on experience

About Us :

We are an award-winning events florist based in London, renowned for creating stunning floral designs for high-profile events, weddings, and corporate functions. Our creative team prides itself on delivering unique and memorable experiences, transforming spaces with exceptional floristry and design. We are now looking for an experienced Event Support Assistant to provide essential administrative and logistical support.

Job Overview :

You must have experience in an administrative role, within an events setting.

You will assist with the behind-the-scenes logistics and administration of events, ensuring smooth execution from planning through to completion. While floristry knowledge is not required, a keen interest in events and attention to detail is essential. This role offers an excellent opportunity to gain experience in event planning within a creative environment. This is strictly an administrative role, not a floristry position.

Key Responsibilities :

Logistical coordination and communication :

  • Coordinate logistics, including deliveries, timings, and setup / breakdown schedules.
  • Liaise with venues to gather delivery access information and ensure compliance with venue rules – to include creating RAMs and providing up to date insurance documents.

Administration & Support :

  • Manage the diary for the creative team, tracking appointments, meetings, and deadlines.
  • Be the first port of call for new enquiries into The Creative Team, follow up on communications to confirm events, and develop relationships with venue contacts.
  • Handle general administrative tasks (emails, phone calls, data entry).
  • Collate staffing, vehicle, and event resource information.
  • Ensure event documentation (schedules, venue layouts, proposals) are prepared and up to date.

    • Coordination :

  • Track and manage event needs to ensure they are met within deadlines.
  • Sourcing props and other event essentials.
  • Assist with event preparations.

    • General Assistance :

  • Support the team with ad-hoc administrative tasks to ensure smooth event execution.

    • Skills & Qualifications :

    Essential :

  • An interest in the events industry.
  • 2 years minimum office experience in an events administrative role
  • Excellent organisational skills with the ability to prioritise and manage multiple tasks under pressure.
  • Clear verbal and written communication skills.
  • Strong attention to detail and problem-solving abilities.
  • Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
  • Proactive, self-motivated, and flexible.
  • Ability to work effectively under pressure and meet deadlines.

    • Desirable :

  • Knowledge of Teams, Monday.com, SharePoint.

    • Personal Attributes :

  • Organised with a keen eye for detail.
  • Strong communicator and team player.
  • Proactive with a positive, "can-do" attitude.
  • Able to manage multiple tasks and adapt to changing priorities.
  • Eager to learn and grow in a creative, fast-paced environment.

    • Why Work With Us :

  • Join an award-winning, creative team known for excellence in event floristry.
  • Work on high-profile events and prestigious projects.
  • Gain valuable experience in event administration within a dynamic industry.
  • Enjoy a supportive, collaborative work environment within a fabulous team.
  • Competitive salary.

    • How to Apply :

    If you're eager to be part of a creative and exciting industry, we’d love to hear from you. Please send your CV and cover letter to victoria@maryjanevaughan.co.uk outlining your relevant experience and why you’re a great fit for the role.

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    Administrative Assistant • London, England, United Kingdom