Civic and Events Assistant

P+S Personnel are pleased to be working on behalf of our clients, who are currently seeking a Civic and Events Assistant join their team based in Great Yarmouth on a full-time, temporary basis.

Main Responsibilities:

• Monitor and manage shared inboxes, responding to or escalating queries in a timely and professional manner.
• Raise and process purchase orders and invoices in accordance with procedures.
• Maintain accurate records of bookings, supplier contracts, and event documentation.
• Log and track incoming queries and requests, ensuring appropriate follow-up and resolution.
• Provide administrative support to the Marketing & Communications team, including meeting coordination, minute-taking, and document preparation.
• Support the Marketing and Engagement Manager in planning and delivering successful events.
• Handle event enquiries, convert them into bookings, and manage final details for weddings, parties, and corporate functions.
• Liaise with suppliers and contractors to ensure event requirements are met, including catering, room setup, and décor.
• Attend events as required to provide on-the-day support and ensure smooth delivery.
• Ensure data protection legislation is adhered to in all administrative and event-related activities.
• Support health and safety and risk management processes for events.

Person Specification:

• Demonstrable track record of organising successful events and/or functions.
• Knowledge of the entertainment/events market.
• Experience of working within a supply chain to deliver an event or project.
• Able to carry out business support functions on behalf of the wider team e.g. invoices, orders, meeting planning etc.
• Knowledge of Civic events would be an advantage.
• Awareness of health and safety and risk management in relation to public & corporate events.
• Excellent organisational skills, able to prioritise and multi-task, working on several projects at once.
• Excellent communications skills for dealing with customers and contacts in local businesses.
• Excellent interpersonal skills with the ability to build effective working relationships at all levels.
• A methodical, motivated and customer-focused approach to work.
• Enthusiastic, friendly and confident manner able to maintain a professional approach at all time.
• Proficient in the use of IT business applications (Outlook, Excel, Word, etc.).
• Able to work positively and effectively.
• Able to undertake appropriate research to aid the development of marketing and events activities.
• Strong attention to detail.
• Able to work independently as directed as well as work as part of a team.
• Professional with a good understanding and insight into customer care.
• Able to work under pressure and to meet target deadlines with the minimum of supervision and prioritise workloads.
• The ability to apply practical solutions.
• The ability to listen and remain calm under pressure.

Qualifications:

• GCSE English and Maths at grade C (Level 4) or above or equivalent Level 2 qualification demonstrating literacy and numeracy skills.

Working Hours:

• Mon -Fri 08:00 - 16:00
• 37 hours per week