Position Overview & Specifications

Web advert Vacancy ID: 13513 Do you have experience organising high-profile conferences? Are you organised, time-efficient and proactive? Would you like to work at a prestigious University Institution? We are currently recruiting for an Events Assistant position, to work on the planning for a conference for a project funded by the British Academy. This project is run in partnership with Queen Mary University London and institutions in India. Outside of this project, a successful candidate will also provide some support for other Faculty events. Duties:
  • Liaise with the conference venue on costs, accessibility, AV, catering
  • Book hotel accommodation for some of the Indian project partners/attendees
  • Advise on travel arrangements for all attendees
  • Monitor event costs against agreed budgets, raise purchase orders and approve invoices
  • Liaise with attendees on travel allowances, process expense claim forms
  • Organise an exhibition of photos related to the project
  • Maintain the project and event website on the Faculty's website and link to the main project website at QMUL.
  • Provide a single point of contact for all enquiries relating to the event, including speakers and attendees, and managing relevant external and internal communications.
  • Prepare conference materials for delegates;
  • Design and issue publicity material to the relevant audiences;
  • Create and manage the conference registration
  • Coordinate and obtain permission forms for the filming, podcasting, livestreaming and photography of the event
  • Organise and manage the AV and IT requirements for the event, including Hybrid set up where required.
Person specification Essential requirements:
  • An understanding of events budgets
  • Good communications skills
  • Good excel skills
Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so. TSS workers accrue holiday pay that is equivalent to 38 days per year, this means you accrue a whopping 17.1% in holiday pay for the hours that you work for us.

The Temporary Staffing Service supports University of Oxford departments and affiliated colleges with the recruitment of temporary admin and clerical staff. Personal information provided to the University of Oxford is held in accordance with the provisions of the GDPR and related UK data protection legislation.