Event Assistant apprenticeship

Summary

This role provides administrative and event support, managing attendee data, coordinating registrations, and preparing event materials. It involves organising databases, creating reports, and ensuring compliance with confidentiality standards. Strong communication is key, as the role liaises with stakeholders.

Wage

£23,795 a year

Minimum wage rates (opens in new tab)

£23,695(year one) £28,080 (after one years service)

Training course

Event assistant (level 3)

Hours

Monday- Friday Shifts to be confirmed

40 hours a week

Possible start date

Thursday 20 March

Duration

1 year 3 months

Positions available

2

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

Role and Responsibilities

Administrative Support
Manage and update attendee databases with accurate and consistent data entry
Prepare and edit documents, reports, and presentations related to attendee and event information
Organise and maintain physical and digital filing systems to ensure accessibility and compliance with company policies
Respond to inquiries via email, phone, or in person with professionalism and attention to detail
Support the team with general administrative tasks, mailings, and ad hoc projects as needed

Event and Meeting Coordination:

Collaborate with event planners to manage registration processes for in-person, virtual, and hybrid events
Assist with scheduling and confirming appointments, meetings, and event timelines
Support the creation of event materials such as invitations, reminders, surveys, and post-event communications
Help gather attendee-specific information, including preferences, accommodations, and other logistical needs
Prepare and print name badges, tent cards, signage, and other event materials as required
Gather facts and collate information in response to a brief or request, like searching for the right location and venue for an event

Data Management and Reporting:

Collect, organise, and analyse attendee data to support event and organisational goals
Generate reports and insights on attendee participation or other key metrics as needed
Ensure the confidentiality of sensitive data (PII) and adhere to compliance standards
Assist in the preparation, management and reconciliation of event budgets by collecting information, checking data and making calculations
Use efficient and effective measures to conclude a project in the most proficient way
Use a range of event technology platforms and in-house bespoke software systems and databases

Communication and Customer Service:

Serve as a primary point of contact for attendee-related questions and concerns
Liaise with event planners, vendors, and internal departments to ensure seamless attendee experiences
Speak and write clearly in order to prepare written communications or provide instructions that are needed for a client, supplier or team member
Build and maintain effective relationships with event stakeholders, clients, colleagues and suppliers to ensure collaboration throughout the planning and organisation processes

In-Office and On-Site Support:

Assist with packing, ordering, and tracking event supplies, ensuring all materials are delivered on time
Support in-office preparation tasks, including organizing materials, inventory management, and shipping logistics
Travel to event locations as needed to provide on-site support for registration, attendee check-ins, and event execution
Collaborate with the creative team to review, print, and prepare event collateral and signage
Respond to requests from the different functional teams and carry out a variety of daily and weekly tasks to assist in the planning and preparation of an event

General Duties:

Maintain open communication with the team manager to address issues or challenges
Adhere to the company’s time-tracking policies and systems
Proactively contribute to a clean and organized office environment
Complete ad hoc requests and projects as assigned by clients or internal teams
Show careful attention to regulations and internal policies

Where you’ll work

First Floor Axe And Bottle Court

70 Newcomen Street

London

SE1 1YT

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

ACCESS FURTHER EDUCATION LIMITED

Your training course

Event assistant (level 3)

Equal to A level

Course contents

Operational: Gather facts and collate information in response to a brief or request, like searching for the right location and venue for an event.
Operational: Respond to requests from the different functional teams and carry out a variety of daily and weekly tasks to assist in the planning and preparation of an event.
Operational: Provide assistance onsite at an event by registering delegates or by helping to assist the onsite team with a variety of tasks.
Operational: Manage your time effectively by understanding how to prioritise tasks according to their importance and urgency for the stakeholders of an event.
Operational: Use software packages to create word processing and spreadsheet documents.
Operational: Contribute to reports, event project plans and written presentations for clients
Operational: Use a range of event technology platforms and in-house bespoke software systems and databases.
Operational: Show careful attention to regulations and internal policies.
Professional: Listen, interpret, understand, vocalise and respond to clients’ needs.
Professional: Speak and write clearly in order to prepare written communications or provide instructions that are needed for a client, supplier or team member.
Professional: Build rapport and trust with the stakeholders of an event so that stakeholders can collaborate well throughout the planning and organisation processes.
Professional: Question effectively to ensure understanding of what is required from clients or colleagues.
Professional: Have the skills to maintain relationships with colleagues, suppliers or clients once they are built, and be able to repair them when they are damaged.
Professional: Work effectively within a group environment to prepare for, deliver and/or follow up after an event takes place.
Commercial: Assist in the preparation, management and reconciliation of event budgets by collecting information, checking data and making calculations.
Commercial: Show how commercial awareness has been applied through task and time management, specifically using efficient and effective measures to conclude a project in the most proficient way.

Your training plan

Through shadowing and observing roles, on the job purposeful practise, online and virtual training sessions, 6 hours per week off the job training, mentoring, 1-2-1 coaching and attending events and meetings.

Requirements

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
IT skills
Attention to detail
Organisation skills
Customer care skills
Presentation skills
Administrative skills
Analytical skills
Team working
Creative

About this company

Building A Brand Starts With Our Story FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group. FIRST also understands that businesses worldwide, including us, need to adopt more sustainable and socially responsible practices. Our vision of sustainability at FIRST is about fostering a People centric, Purpose driven & Planet conscious culture. Learn more at www.firstagency.com. Our story started over 25 years ago growing through collaboration, innovation, strong culture, and a focus on people, specifically our people. Our people inspired, developed, and grew FIRST to the incredible brand experience creator it is today. Our hope is that you become the next page of our story in developing how our agency connects more people beyond what they thought was possible. A welcoming, creative and ambitious workplace that offers personal and professional growth for all individuals. At FIRST, you'll find: A welcoming workplace that fosters diversity and belonging with a focus on team members feeling valued, respected, and supported. Creative teams that enjoy challenging work with an ability to make an impact on those around them. An experiential organisation that cares about the development and career experience of each employee, focusing on excellence and flexibility with the right balance of structure to thrive.

https://firstagency.com/ (opens in new tab)

After this apprenticeship

The future prospects for this role are promising, with opportunities for growth in various areas depending on the individual's interests and performance

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