Events assistant

We are recruiting an events assistant to join our marketing and business development team.

The role

The events assistant provides general day-to-day administrative support to the senior events manager and the events manager including creating and managing event collateral, maintaining invitation lists and collating event RSVPs, providing meet & greet services and managing registration desks on site at events.

Duties will include:

• responding to general event queries and requests;
• managing, and keeping up-to-date, the events inbox and calendar;
• independently arranging small in-house events e.g. seminars, dinners, webinars etc;
• co-ordinating the use of hospitality tickets (such as football and cricket tickets) and researching and booking hospitality events;
• liaising with fee earners throughout the event planning process in relation to decisions and approval, and to ensure that they are kept up to date with progress and fully briefed ahead of the events;
• liaising with venues and other event suppliers;
• producing event materials including seminar handouts, signage, name badges, etc;
• sending out event invitations and other event communications using eMarketing software (Vuture) and monitoring responses;
• helping to maintain client information using our CRM system, InterAction and managing the post-mailing process (undeliverables etc);
• adding relevant activities to InterAction regarding attendees, no-shows etc and regularly archiving event lists;
• ensuring the firm intranet and website are up-to-date with information relating to upcoming events;
• maintaining all event related materials, e.g. pull up banners, badge boxes etc;
• "meeting and greeting" at events and running event registration desk;
• assisting with event reporting, including attendee lists, attendee breakdowns and final costs;
• contacting suppliers for invoices and liaising with finance to ensure all event related invoices are paid;
• be the point of contact for Macfarlanes front of house and catering teams for all in-house events;
• working with other internal support functions, e.g. IT and facilities, in relation to events;
• carrying out venue and supplier research and maintaining database of both;
• assisting with collating presentations and formatting; and
• ad hoc events and business development project work as and when required.

This job description encompasses the main duties of the role and is by no means exhaustive. It is anticipated that duties may vary from time to time according to the needs of the practice area.

The candidate

The successful candidate will ideally possess the following:

Knowledge and experience:

• exceptional administrative skills;
• previous experience or a demonstrated interest within events;
• experience of interacting with senior level stakeholders and business development/events teams or similar; and
• previous experience in a professional services environment is preferrable but not essential.

Required skills / personal requirements:

• excellent time management, written, presentation, and verbal communication skills;
• effective and efficient with data management;
• excellent IT skills including Microsoft, e-marketing software and ideally event registration tools;
• meticulous attention to detail, an aptitude for learning, and ability to multi-task across competing projects and deadlines;
• execution-focused and results-oriented;
• positive approach and ability to remain calm under pressure; and
• willingness to work extra hours when required (e.g.: breakfast training programmes, programme dinners etc).

Application screening

Any offer of employment with us is subject to our pre-employment checks which are conducted by a third-party screening provider. These may include but are not limited to your professional and academic qualifications, any criminal records and employment references. These checks will be initiated with your consent and your offer will be subject to the successful completion of these checks.

About Macfarlanes

We are a distinctive London-based law firm with a unique combination of services built and shaped around the needs of our clients. Our unrivalled blend of expertise, agility and culture means we have the flexibility to meet their most challenging demands and adapt to the changing world around us. While many of our services can be found at other firms, the mix cannot.

We find, recruit and train talented people from all backgrounds, building careers for the long term, to one day shape and lead the firm. We know each other personally which means we work together with more cohesion, and less formality. Our culture is thoughtful, challenging and supportive, and we are a place where everyone, at whatever level, can thrive. We remain focused on equal treatment in recruitment, retention and promotion.

Our commitment to inclusion

Macfarlanes is committed to increasing the diversity of our staff and partners, the continued improvement of which has been identified as one of the firm’s key priorities. The firm remains focussed on recruiting, retaining and promoting all groups in the firm fairly, without discrimination of gender, race or ethnicity, background, religion, disabilities, sexual orientation or any other protected characteristic.

At Macfarlanes we believe that an inclusive, forward-thinking culture is both intrinsically important and enables us to provide innovative solutions to our clients. We have identified the continued development of inclusivity as a key priority and are committed to fostering a broad and diverse culture throughout the firm, from entry level to partnership. We continually review our processes to ensure that all of our people enjoy the same chance to develop and advance.

We welcome applications from people of all backgrounds, bringing different perspectives and experiences, making Macfarlanes an exciting and stimulating place to work. We seek to recruit the best candidates, regardless of age, gender, race, ethnicity, social or economic background, religion, disability, sexual orientation or any other characteristic.

As part of our commitment to recruiting, retaining and developing a diverse workforce, we ask you and/or your recruiter to answer all the diversity questions when submitting an application to Macfarlanes. This data will allow us to measure our progress towards improving the diversity of our applicants, and ultimately, our hires. Our diversity data reporting is anonymised to maintain the privacy of applicants. If you have any questions relating to how the diversity data is used, please contact a member of the recruitment team.

Should you require any adjustments during the application and/or interview process, please do not hesitate to inform your recruiter or a member of the recruitment team. Please note, the job description is available in other accessible formats (for example, large print).

We are a Disability Confident Employer and will offer an interview to disabled applicants who best meet the essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please email the recruitment team at recruitment@macfarlanes.com.