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Event Administrator

 

Job Description

King's Venues is the event support department for KCL and sits within Estates and Facilities, its purpose is to assist faculties, departments, students and external clients to realise their event requirements and to communicate these to our in-house service providers to deliver the clients requirements.

In this role, the individual will be responsible for supporting King's Venues Operations team with the day-to-day running of our events programme. This will predominantly be by supporting with administrative tasks using our Event Management Software, Kinetic, such as running reports and updating details on event bookings. You will also support by checking on a number of ongoing events, ensuring that the client is satisfied and developing relationships with service teams, such as AV, King's Food and Campus Operations.

The role will include:

  • Sending weekly and bi-weekly Conference Lists to teams based at each of our campuses.
  • Sending bi-weekly Audio-Visual reports.
  • Leading Operational meetings with Strand, Bush House, New Hunts House, and Franklin-Wilkins service teams.
  • Leading meetings with Strand and Bush House AV teams.
  • Updating details on events using Kinetic, such as catering quantities, room layouts and AV requirements.
  • Supporting with King's Venues shared inbox during busy periods.
  • Checking on a number of events, ensuring that the AV, catering, room set up and cleaning requirements have been met.
  • Troubleshooting any issues that arise with events and responding flexibly to ensure client satisfaction.
  • Assigning shifts to a pool of Student Ambassadors to support at events.
  • Supporting the team with financial processes (including raising Purchase Orders and invoices)


Qualifications

NONE



Skills

The post holder will require a high level of written and spoken communication dealing with a wide-ranging client base.
There may be events in the evening and weekends that may require you to provide event support, so flexibility of working hours is essential.
 

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