Lead Event Assistant

Job description 

The King's Festival of Artificial Intelligence is returning between Tuesday 21 and Saturday 25 May 2024, with a series of public events, including lectures, workshops and demonstrations, exploring artificial intelligence with researchers from across King's.  

In order to support with the smooth running of the festival, the KIAI is looking for two lead event assistants. Lead event assistants will be responsible for supporting the KIAI team, using initiative and problem solving skills and escalating issues that cannot be resolved where appropriate, and coordinating a group of event assistants to provide logistical support for the festival. Interviews for the position will be held online on 7th and 8th May (with some flexibility to work around candidates’ other commitments).  

Lead event assistants will be expected to work a minimum of 5 hours between 21 -25 May 2024. Hours of work shifts will take place between the hours of 9am and 9pm each day, and you may be required to attend compulsory briefing/training sessions. 

Key responsibilities 

Your responsibilities will vary but in general you may be expected to: 

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  Coordinate event assistants, ensuring they’re carrying out their assigned duties, and reporting any unexpected absences or issues to the KIAI team. 

  
  


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  Reallocating event assistants between duties according to fluctuating need throughout the shift. 

  
  


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  Greet and register attendees to festival events including staffing the registration desks at the entrance to the Strand campus. 

  
  


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  Signposting visitors to available facilities and sessions. 

  
  


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  Be present during festival sessions to ensure they are running smoothly, e.g. through facilitating Q&As, introducing speakers, coordinating the collection of evaluation data.  

  
  


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  Resolving or attempting to resolve any straightforward issues on the day using judgement and initiative and immediately escalating to the KIAI team where appropriate. 

  
  


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  Hold overall responsibility for any data collected through the event registration process or evaluation process.  

  
  


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  Knowing and communicating to event assistants, speakers or the general public key health and saftety procedures if necessary. 

  
  


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  This list is not exhaustive and event assistants may be asked to undertake reasonable duties in line with the role to ensure the smooth-running of the festival.   

  
  

Completed undergraduate degree. 

Essential: hold a current affiliation to King's, either current student, staff member, or other. 

Essential: experience of organising events or providing logistical support for events, including but not limited to academic seminars, conferences, university open days, and outreach events. 

Essential: strong communication skills, and willingness to communicate with the general public.  

Essential: excellent organisation and time management skills with the ability to multitask.  

Essential: ability to problem-solve, use sound judgement and remain calm under pressure. 

Essential: interest in data science and/or AI OR public engagement activities.  

Desirable: experience supervising the work of colleagues 

Desirable: experience of communicating and/or working with young people (under 18). 

Desirable: first aid trained. 

Desirable: fire marshall trained.  

Desirable: DBS checked.