Event & Marketing Assistant, Hospitality/ Catering

Job Title: Event Assistant (& Marketing)

Responsible to: Head of Events & Business Development

Salary: £13.85 per hour 

Our client is an events caterer, with both a contracts and bespoke event arm. They are a close knit team who have professionally worked with together for  a number of years, always welcome to new faces. They work in a fun, but  professional environment! 

They are currently looking for some additional support in the form a 3 month  placement starting in July with potential for a permanent position post successful  completion. The remuneration package is negotiable for the right candidate. 

The work location will predominantly be at our Head Office in Chelsea, with on  site event work and visiting contract sites a requirement. Travel expenses for  journeys during the working day will be covered. The working hours will be flexible due to business needs, with a rota confirmed two weeks in advance. 

Job Summary: 

• To create exciting social media content through our Hootsuite system 

• To assist with creating marketing content not exhaustive to blogs, newsletters 

• To work with and steer the events team to create and develop imaginative  event proposals to meet client needs. 

• To assist events in a responsible and professional manner, ensuring they run  efficiently, profitably, and their high standards. 

• To assist with administration duties for both events and contracts

• To support the business development activities and  maximise sales opportunities. 

• To represent and act as an ambassador at all times.

Main Duties: Marketing  

• Assist with our social media platforms and create exciting content • To effectively schedule social media content 

• To cross market both of events and contacts sites with different social media  language as required 

• Assist with marketing, which will involve writing blogs, newsletters and press  releases etc 

• Attend events on site to capture content to use live or at a later date • Visit contact sites to capture content to promote menus, offers, and locations • Have an understanding of editing pictures using Canva

This job description is intended as a guide. Duties may reasonably change and evolve over time. 

Event Sales & Planning: 

• Handle incoming event enquiries and nurture them to conversion

• Record enquiries, provisional bookings, follow up calls and confirmed  bookings etc. in the database  

• Ensure effective chase and trace systems are followed 

• Build relationships with clients to understand their dream/concept/ requirements, over the phone and/or in person, as required 

• Advise and guide on menu planning/options and attend client tastings

• Advise and guide on event styling and venue options 

• Conduct show-rounds of venues 

• Liaise with the Head of Events & Business Development on more bespoke  and complex event enquiries 

• Put together and sending out well written proposals and quotes

• Dispatch  proposals and quotes by mail or email in a timely manner, regularly following  up to confirm events 

• Ongoing liaison with clients to ensure all needs are met and to confirm final  details of events 

• Produce and maintain an Event File including all relevant information relating  to each event 

• Raise deposit invoices 

• Where appropriate, oversee the ordering required from the nominated suppliers and where possible negotiate keen prices

• Circulate event details to other departments in good time (including kitchen sheets, C&P hire sheets, staff booking etc.), and update on any changes

• Assist with the running with the live event  

• Carry out follow up evaluation with clients post event 

• Promptly close the event file, process information for accounts/invoicing and  raise final invoices post event 

Event Management: 

• Attend live events, directing the event team to maintain C&P standards • Assist with briefing all staff on H&S, the event plan, points of note, special  arrangements, venue specifics and individuals’ roles 

• Liaise with the client at the event to ensure their needs are met, (re)confirm  timings and arrangements, and ensuring excellent customer care on the day

• Assist with issues arising to ensure problems are resolved and that events  run smoothly and professionally 

• Ensure events run to time and budget and keep note of amends

• Provide feedback/any learning from the events to other departments and  management  

Venue Management: 

• Develop and maintain positive and professional working relationships with  London and surrounding venues and venue managers (as required) • Understand venue requirements and specific issues to feed into event  planning and management 

• Maintain expert knowledge of the venues you sell 

• On the day of events, adhere to venue rules, and ensure venues are treated  with due respect and left clean and in good order 

• Carry out appropriate follow up with Venue Managers

This job description is intended as a guide. Duties may reasonably change and evolve over time. 

Hygiene and Health & Safety: 

• Ensure that the highest standards of hygiene are maintained personally and  across your area of event responsibility, and specifically that the Hygiene document is rigorously followed 

• Ensure safe working practices are used to the standards set out in the Health  & Safety at Work act 

• Appraise yourself of and follow any Health & Safety instructions at venues