Events Officer, Francis Crick

• We’re looking for a proactive and experienced events professional with the organisational skills, confidence, and charisma to represent the Crick and look after it’s many different guests, scientists, and partners
• You will need to combine superb administrative, organisational, and technical event support with excellent communication skills to deliver a portfolio of first-class events which will be a combination of in-person and hybrid
• Evidence of project managing and delivering high-profile events, and managing multiple stakeholders
• Demonstrable experience of providing excellent customer service and working in a customer focused environment
• Excellent interpersonal skills, including tact, diplomacy, and the ability to work with people at all levels including high profile guests and stakeholders
• Excellent oral and written skills across a range of formats including promotional materials, intranet and website
• Facility with matrix working (working closely with other teams to deliver objectives)
• Evidence of working closely with hospitality providers and proven success of managing suppliers/agencies
• Demonstrable experience of applying strategic and creative thinking to innovate and develop new opportunities
• Highly organised, with a proven ability to prioritise in the face of competing demands and work to tight deadlines and handle last-minute changes
• Experience of managing budgets
• Flexible approach to working hours to provide event delivery. The post holder will be required to work some weekends and outside standard business hours to support events
• First rate technical skills and demonstrable experience of using the tools and systems involved in delivering hybrid events
• Excellent administrative and IT skills –MS Office
• Self-motivated and able to work on own initiative and be proactive about problem-solving when challenges arise
• An awareness of the importance of implementing EDI in events
• Supportive and effective team member, able to work collaboratively across the Institute

Desirable

• Reports to: Louise Howitt
• Reports to: Conference and Events Manager
• This is a full-time permanent position on Crick terms and conditions of employment
• We have an exciting opportunity to join the Crick Events team which manages and delivers a huge range of work from large conferences, VIP visits and corporate hospitality to symposia, dinners and receptions and specialist lecture series for Crick scientists and founding partner organisations
• In particular we want to expand our corporate events portfolio and look at new ways to accommodate multiple requests from commercial organisations, wanting to host events with us
• The new Events Officer role is an opportunity to develop this side of Crick Events, ensuring the highest standards in corporate hospitality and generating revenue while always supporting the Crick’s strategic objectives
• The Events team plays a key role in encouraging scientific collaboration and dialogue at the Crick and creating new relationships and building on our global reputation
• It is part of the Communications and Public Engagement team, made up of over 30 staff working across a wide range of activities including education outreach in the local community, exhibitions, public engagement in science, media and public affairs and digital and internal communications
• This is a busy and responsive team that supports the operational effectiveness of the Institute as well as delivering its promise to “engage and inspire” the public in scientific research and its outputs
• It is a creative team that is dedicated to science storytelling and connects with a wide and complex array of partners in the university, commercial, philanthropic, media, educational, public engagement, and museum sectors
• Event management and delivery for both external and internal facing events:
• Responsible for all pre-event planning, including making arrangements with the following teams: catering, AV, logistics, security, housekeeping, reception and safety
• Draft and issue venue hire contracts to clients, liaising with Crick legal team as needed
• Provide clients with detailed quotes for third party services, hospitality, AV and any other hired in equipment and services
• Create and manage expenditure records and ensure events are delivered within agreed budget-track and regularly update stakeholders on finance
• Maintain clear communications with timely and detailed event briefings for relevant teams to ensure effective use of resources and quality delivery across all event elements
• Maximise cost efficiency
• Liaise with external suppliers and providers, including event sponsors who provide financial support to events, and local hotels
• Manage and influence client expectations
• Manage on the day logistics and provide event support as agreed
• Complete post-event administration, working with Finance to ensure all charges are accurately processed and invoiced
• Create post event evaluation
• Facilitate hybrid meetings for external organisations:
• Deliver hybrid events using the zoom webinar platform
• Be the Crick point of contact for external technical teams working on your events, liaising with the Crick AV team to agree production briefs and agree additional equipment as needed
• Work with the Safety, Health and Sustainability and Facilities Management teams to ensure all events are delivered safely and in compliance with current H&S legislation
• Communicate and promote events to both internal and external audiences, working closely with the wider Communications and Public Engagement teams:
• Create and manage event content and listings on the intranet (CrickNet)
• Create and manage event content and listings on the external website
• Work with colleagues in the Digital team to develop promotional content for events
• Disseminate information through relevant channels as required
• Ensure any new events spaces and initiatives are marketed appropriately
• Other event-related duties
• Facilitate and deliver regular and/or VIP building tours (training will be given)
• Support any off-site Crick events as required
• Deputise for the Events and Conference Manager as required and be able to advise on event solutions
• Managing key stakeholder relationships
• Acting as a key liaison between the Crick and external events teams at our funders and partners

• Closing Date: 08/May/2024 23.59 GMT