Events assistant

We are recruiting an events assistant into our marketing department.

About Macfarlanes

We are an independent London-based law firm with a high profile client base from around the world. We are known for the quality of our work, both in terms of our ability to handle the full range of corporate and commercial matters, and the fact that we can advise our clients on their private affairs. We handle work of the highest quality and complexity on a wide range of matters.

Our size and partner-led approach enable us to give our clients a more personal service underpinned by the highest standards of commitment and care.

As well as that, our independence allows us to choose precisely the right lawyer or firm for our clients' needs in any jurisdiction in the world.

The role

The events assistant provides general day-to-day administrative support to the events manager and the events executive including creating and managing event collateral, maintaining invitation lists and collating event RSVPs, providing meet and greet services and managing registration desks on site at events. 

Duties will include:

Providing administrative support to the events manager and events executive in the following areas:

  • responding to general event queries and requests:
  • managing, and keeping up-to-date, the events inbox and calendar;
  • independently arranging small in-house events e.g. seminars, dinners etc;
  • co-ordinating the use of hospitality tickets (such as football and cricket tickets) and researching and booking hospitality events;
  • liaising with fee earners throughout the event planning process in relation to decisions and approval, and to ensure that they are kept up to date with progress and fully briefed ahead of the events;
  • liaising with venues and other event suppliers;
  • producing event materials including seminar handouts, signage, name badges, etc using the design package, InDesign;
  • sending out event invitations and other event communications using eMarketing software (Vuture) and monitoring responses;
  • helping to maintain the different mailing lists in InterAction;
  • managing the post-mailing process (undeliverables etc);
  • ensuring the firm intranet and website are up-to-date with information relating to upcoming events;
  • adding relevant activities to InterAction regarding attendees, no-shows etc and regularly archiving event lists;
  • maintaining all event related materials, e.g. pull up banners, badge boxes etc;
  • keeping the events team tracker up to date with the status of all events;
  • "meeting and greeting" at events and running event registration desk;
  • assisting with event reporting, including attendee lists, attendee breakdowns and final costs;
  • chasing suppliers for invoices and liaising with finance to ensure all event related invoices are paid;
  • being the point of contact for Macfarlanes front of house and catering teams for all in-house events;
  • working with other internal support functions, e.g. IT and facilities, in relation to events;
  • carrying out venue and supplier research and maintaining database of both;
  • assisting with collating presentations and any last-minute formatting;and
  • ad hoc events and business development project work as and when required.

This job description encompasses the main duties of the role and is by no means exhaustive. It is anticipated that duties may vary from time to time according to the needs of the practice area.

The candidate

Knowledge/experience

  • The ideal candidate will have exceptional administrative skills gained from a PA or team support role in a legal, finance or professional services organisation, or relevant experience.
  • Experience of interacting with senior level stakeholders and business development/events teams or similar.

Skills/personal requirements

  • Excellent written, presentation, and verbal communication skills.
  • Effective and efficient with data management.
  • Excellent IT skills including Microsoft, e-marketing software and ideally event registration tools.
  • Meticulous attention to detail, an aptitude for learning, and ability to multi-task across competing projects and deadlines.
  • Execution-focused and results-oriented.
  • Positive approach and ability to remain calm under pressure.
  • Willingness to work extra hours when required (e.g. breakfast training programmes, programme dinners etc)

Our commitment to inclusion

At Macfarlanes we understand the importance of an inclusive culture, the continued development of which has been identified as one of our key priorities. Our focus is to foster an inclusive culture throughout the firm, from entry level to partnership.  It is about recruiting, retaining and promoting all groups in the firm fairly, and we are continually reviewing our processes to ensure that everyone has the same chance to develop and advance.  An inclusive, forward-thinking culture also enables us to provide innovative solutions to our clients.

We welcome applications from people of all backgrounds, bringing different perspectives and experiences, making Macfarlanes an exciting and stimulating place to work. We seek to recruit the best candidates, regardless of gender, race or ethnicity, background, religion, physical abilities, sexual orientation or any other characteristic.

Apply here