Events and Commercial Administrator

Events and Commercial Administrator

Location: Office Based – Stourbridge West Midlands DY8 5TZ

Reports to: Events and Commercial Manager

Primary role function:

To provide administrative support for the CDI’S Events and Commercial team. Including providing support for the effective delivery of both online and in person events and conferences. To deliver the supporting activities for the CDI’s commercial services, including completion of booking forms, invoicing, and liaising with other teams for delivery of contracted activities.

Terms and remuneration: Part time, 1 year contract

Salary

£9,450 p.a. (£23,625 FTE) plus benefits.

About the CDI:

The Career Development Institute (CDI) is the UK’s professional body for the career development sector with around 5,000 members. Our purpose is to set standards, advocate for and promote high quality career development for all.

Our members help people define their career goals, identify their strengths and development needs, and choose the right pathway to gain the skills they need to progress. The cumulative effect of these millions of careers interventions each year helps address social and economic issues such as social mobility, workforce skills shortages and productivity challenges in the economy.

We are committed to enabling everyone working at the CDI, in the profession and among clients to thrive. We therefore encourage diversity within the sector, and we welcome applications from individuals from under-represented communities.

Responsibilities

The Events and Commercial Administrator will have two core areas of responsibility:

This role is an administrative function to support key areas of the CDI’s Events and Commercial team, including major events and commercial partners. The role will report into the Events and Commercial Manager and work closely with the Events and Commercial Executive.

Key accountabilities

Events: The role will provide support for the major events the CDI runs throughout the year. This work will be lighter for much of the year then more concentrated as we near major events.

• Support in-person events by sourcing and liaising with venues, sourcing event decoration/materials, arranging deliveries to the venue and helping with set-up for the day. Processing attendee bookings, dietary requirements and accommodation arrangements as needed.
• Support the set-up of online events (training will be provided).
• Setup and process ticket sales on the booking system. Handling booking queries.
• Arrange moderators for sessions at key events and attending the event to provide on-the-day support.
• Engage with speakers to collect their details and presentations.
• Process and support sponsors, exhibitors and other commercial partners, ensuring booking forms and invoices are sent out and followed up for payment. Those details are added to project sheets and provided to other team members (e.g. marketing).
• Provide updates on attendee numbers and progress with speaker details, maintaining event spreadsheets and project plans with updates.
• Send out evaluation/feedback forms to participants once events have taken place and collate results.
• Ensure arrangements are made for events that CDI attends, ensuring all event information is documented, updated and maintained, materials are sent to site as required and so on.
• Raise and record invoices for new event bookings.

Commercial: The role will provide administrative support for the commercial contracts we have with our partners and assisting with developing new opportunities.

• Collate Data for commercial reports such as regular performance reports on advertising across CDI assets so that they can be shared with the clients.
• Maintain the commercial client database – updating with new bookings, insights and opportunities.
• Update the Events and Commercial Executive with any commercial prospects and opportunities (e.g. forwarding any relevant enquires).
• Perform any other duties that are appropriate for this role.

Person Specification

This role will suit you if you are highly organised, have a general interest in being involved in career development, possess customer service experience and are able to complete tasks in line with CDI timeframes and to meet team expectations. Being flexible and adaptable, motivated to achieve the best results for CDI and our partners, and willing to develop your own learning through training and development.

E = Essential, D = Desirable

Qualifications

1. Event management qualifications D
2. Business-related qualifications D

Skills and experience

1. Events administration experience. D
2. Excellent time management and communication skills. E
3. Excellent customer service skills. E
4. Written communication – writes in a clear and concise manner. E
5. Strong organisational skills, methodical and efficient in managing your workload. E
6. Ability to effectively manage several activities at any one time. E
7. Experience with Microsoft software, (Excel, Outlook, SharePoint). E
8. Experience with online events and using platforms such as Zoom and Teams (though training will be given). D
9. Ability to work collaboratively and independently as part of a team. E
10. Able to use own initiative and prioritise tasks. E
11. Assisting with the organising of online and offline events such as a roundtable discussion, workshop or webinar (supported by CDI Events). D
12. Working to clear timescales while maintaining high quality outputs. E
14. Used to consistently delivering to a high standard in a timely manner. E
15. Able to work effectively as an individual and as a member of virtual teams. E

Knowledge

1. Understanding of the career development profession, ideally across multiple settings and for both young people and adults. D
2. Knowledge of the career development policy landscape across the UK. D
3. ICT, including Microsoft Excel, Word, PowerPoint, Email and SharePoint. E

Personal Qualities

1. Have a general interest in being involved in career development. E
2. Be able to complete tasks in line with deadlines and to a high quality. E
3. Collaborative approach, working effectively with colleagues inside and outside the organisation. E
4. Self-motivated, enthusiastic and able to use initiative. E
5. Customer oriented, focused on meeting the needs of different audiences. E
6. Confident and approachable manner. E
7. Curious and keen to seek continuous improvement in the delivery of events and campaigns. E
8. Highly organised with great attention to detail. E
9. Resilient and positive when under pressure. E
10. Commitment to own learning and continuous improvement. E

Other

We continue to develop our employee benefits, which currently include:

• 25 days holiday (pro-rata for part-time roles) plus bank holidays and 3 days discretionary holiday between Christmas and New Year.
• Discretionary bonus based on organisational and personal performance.
• Pension with 3% employer contributions.
• Employee Assistance Programme from Health Assured providing free access to confidential support services, health advice and tools, as well as discounts with retailers and services.
• Eye test vouchers that include a contribution towards glasses.

While the closing date for applications is December5th 2024. We are conducting rolling interviews and may close the position early if we find a suitable candidate. We encourage you to apply as soon as possible to ensure your application is considered.

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