Heilbronn Events Administrator

The role

Based in the Heilbronn Institute of Mathematics, the postholder will be required to take a leading role in international conferences, the distinguished lecture series, internal and external conferences and large workshops. Supporting the Heilbronn Events Officer and Administrative Assistant in the organisation of the Institute’s seminars, small workshops, career development events, meetings and colloquia. The role holder will have excellent administrative IT skills and flexibility to work across a number of interfaces and social media platforms and will be responsible for a number of conference email accounts and for updating event websites, using a range of media to target audiences and collect data.

What will you be doing?

• Analysis, Reporting and Documentation: work with the event organisers in the development and maintenance of a delegate database and provide and publish website content.
• Customer Services & Support: post holder acts as the first point of contact for all conference registrants. Support to Committee including drafting and circulating agendas, collating and disseminating papers, minute taking. Make or advise on travel and other arrangements for invited speakers and session Chairpersons, as required, assisting in any issues, such as visa requirements. Staff the registration desk and supervise support staff assisting in the event management. The post holder will have oversight of all aspects of the conference/workshop/event.
• Planning & Organising: Provide full executive support to various organisers; arranging meetings; forward planning in respect of meetings, documents and correspondence; and dissemination of relevant information in a timely manner. Forward planning for the conference will require a range of skills in event management such as liaising with venues, caterers, speakers, delegates, sponsors and media contacts; maintaining financial records and managing a payment system for registrations; monitoring budgets; design and implementation of publicity materials and conference paperwork; and provision of support throughout.
• Liaison: For conference and gala dinner venues, liaison with venue managers over issues such as access, safety, delegate issues, trade stands and room layouts, anticipating and resolving issues.
• Decision Making: Act as the first point of contact for the internal and external contacts at all levels.
• Problem Solving: Identify and solve problems. Take ownership and seek to find solutions. Flag pressing issues to the relevant person and assist in their resolution.

You should apply if

• Proven office and administrative experience gained through working in busy and demanding environments.
• Event management experience, including taking sole responsibility for large events.
• Written and verbal communication skills and interpersonal skills.
• Strong customer service skills and experience being responsive to customer need, and commitment to service quality.
• Excellent working knowledge of Microsoft Office suite of applications, email, web & general office systems.
• Ability to work under pressure; to produce accurate work to deadlines, with excellent attention to detail

Additional information:

Contract type: Open ended with fixed funding until 30/09/2029

Interviews are anticipated to take place on Tuesday 10th September 2024

For informal queries, contact details: louisa.bartoszewicz@bristol.ac.uk Louisa Bartoszewicz, Heilbronn Events Officer

Our strategy and mission

We recently launched our strategy to 2030 tying together our mission, vision and values.

The University of Bristol aims to be a place where everyone feels able to be themselves and do their best in an inclusive working environment where all colleagues can thrive and reach their full potential. We want to attract, develop, & retain individuals with different experiences, backgrounds and perspectives – particularly people of colour, LGBT+ & disabled people.

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