Event Assistant

About Incisive Media

Incisive Media, part of the Arc network, is a dynamic, digital-first media organisation operating at the cutting edge of business intelligence and insight. We serve the sustainability and financial services markets, delivering analyst-grade insight, data, and content to highly engaged networks of business professionals around the world.

Our people are central to our success. We are proud of our culture and guided by strong values that shape how we work with each other and with our customers: integrity, teamwork, innovation, trust, sound judgement, curiosity, passion, and an entrepreneurial spirit.

To learn more about us, visit www.incisivemedia.com.

Background

Incisive Media Operations teams collectively run approximately 80 events a year.  The events portfolio includes roundtables, conferences, senates, summits, exhibitions and awards dinners for between 10-1,000 people.  The events are integrally linked to the division’s publications and their readership provides the main customer base for its events. The events will span across virtual and live platforms.

Key Tasks and Responsibilities of the Job: 

The Event Assistant will be required to assist the operations team with their general event admin. The role will include the following tasks:

Venue logistics:

• Confirming catering and room set-up requirements with the venue


• Helping to organise the set-up and break-down of events


• Attending London events as on-site support

Audio-visual requirements:

• Assisting with the compilation of A/V equipment orders


• Helping with the set-up & checking of audio-visual equipment at events


• Assisting speakers with loading presentations on to laptops

Sponsor / exhibitor administration: 

• Compiling sponsor manuals


• Following-up sponsor & exhibitor administrative deadlines


• Liaising with sponsors & exhibitors for submission of their corporate logos, company profiles, technical requirements & guest passes


• Assisting marketing with requests for sponsor/exhibitors mailing lists

Awards

• Looking after and updating complex table plans for various size awards


• Liaising with the venue on table numbers, final numbers and dietary requirements


• Supporting the team onsite with place settings, table settings and any tasks required by the event manager


• Onsite at the awards supporting the event manger throughout.

Post-event follow-up:

• Compiling attendee evaluation forms


• Compiling detailed analysis of delegate evaluation forms post event


• Compiling venue feedback post event


• Sending out speaker thank-you letters including delegate evaluation analysis


• Compiling & recording sponsor/exhibitor evaluation forms post-event


• Compiling & distributing attendee lists to sponsors and exhibitors pre & post event


• Maintaining on-line & hard-copy admin files during & after events

Event costs:

• Managing event costs carefully, exploring opportunities for cost savings


• Maintaining event budgets through timely and accurate reconciliation and reforecasting of costs


• Liaising with accounts on delegate payment prior and post event

CANDIDATE SPECIFICATION

Experience Required: 

The position is a 10-12 month work experience opportunity for a student wishing to gain comprehensive experience of event management within a busy publishing company. The role does not require previous experience of commercial event planning.  However, any evidence of event planning is preferred and will be taken into account during the interview process. 

Key Competencies: 

1. Excellent time management skills


2. Good team player


3. Excellent interpersonal and communication skills


4. Ability to thrive in a pressurised work environment


5. Good knowledge of Excel, Word, PowerPoint & Adobe


6. Good knowledge of email & internet applications & various data bases

What you can expect from us 

As well as working with the most interesting, talented and fun people, we operate a culture where success is recognised. You will be supported throughout your career, tailoring your development through management support, internal & external training courses and on the job training.

Our benefits include:

• Excellent training and development programmes


• Hybrid/remote working


• Pension scheme with 5% employer contributions


• Life assurance scheme


• Voluntary Private Medical Insurance


• 25 days annual leave, increasing to 30 days


• Health Cash Plan for those everyday healthcare costs


• Savings on items from Currys via our SmartTech Scheme


• Cycle to Work scheme


• Discounted Gym rates


• Retail discounts saving you money on essential & everyday purchases


• Employee Recognition Scheme to recognise your colleagues with rewards


• Employee Referral Scheme


• Employee Assistance Programme (EAP) for extra support if things get tough


• IMFoundation - making a difference by supporting our 4 charities

Plus a number of flexible salary sacrifice benefits.

All souls are welcome at Incisive Media 

As an equal opportunity employer we hire, develop and retain the best people regardless of their social background, age, sex, ethnicity, religion/belief or disability, and to make use of their talents. We are proud members of Inclusive Employers and the Living Wage Foundation.

At Incisive Media we value everyone as an individual. We recognise that everyone is different and have created a work environment where we treat everyone fairly and in a consistent way and promote a culture of respect and dignity, to create a company that’s the right fit for every person inside of it. To ensure our values are fully embedded in our culture we are proud to support our working groups – All Souls Network, the Incisive Media Foundation, the Working Parents Group and our Sustainability and Social Committees.

We are excited by the incredible potential of AI and the innovative ways it can enhance the way we work. However, in our hiring process, we aim to get to know you. To stand out to our hiring managers, we encourage you to let your personality shine through, rather than relying on an AI-generated application.

You are welcome to use AI as a writing assistant to help structure and articulate your thoughts. Please do not use it to generate fictional skills or experiences. Using AI responsibly can support your application, but your application must ultimately represent you.