Conference Administrator

Key Accountabilities/Responsibilities

• Provide administrative support to the Events Team, including booking desks, organising meetings, taking minutes, tracking actions, and maintaining accurate and up-to-date SharePoint logistics folders and documentation.
• Manage financial administration for events, including raising purchase orders via SAP4Hana, monitoring supplier payments, updating event cost sheets, and confirming revenue bookings in Adpoint.
• Coordinate conference delegate management by maintaining attendee records, managing registrations and cancellations, issuing calendar invites, tracking dietary requirements, and responding to delegate enquiries via email and telephone.
• Support the planning and delivery of live events by coordinating event logistics, ordering and managing event materials, liaising with suppliers, preparing event documentation, managing printing requirements, and assisting with site visits.
• Provide on-site operational support at conferences, roundtables, and other events, including event set-up, delegate registration, stakeholder liaison, issue resolution, feedback collection, and event breakdown activities.
• Lead the administration and delivery of AM Online webinars from planning through to post-event reporting, including sponsor liaison, communications, delegate management, webinar platform administration, live facilitation, and post-event data analysis.
• Lead the administration and delivery for assigned roundtables, including managing venue logistics and communications, accommodation requirements, payment processes, delegate acquisition & management, manage dietary requirements, pre and post event communications.
• Support the Senior Event Planner with event launches, communications, marketing coordination, and general event administration.
• Support the wider events team, including the Awards Director and Exhibitions Director with general event administration where required.
• Maintain event inventory and stock levels, ensuring all event collateral, signage, lanyards, badges, stationery and related materials are available and fit for purpose.
• Produce post-event communications and reporting, including thank-you emails, feedback analysis, attendee metrics, and debrief information for internal stakeholders.

Knowledge (Education/Work Experience/Certifications)

• Previous administrative, events, hospitality, marketing or customer service experience, preferably within a conference, exhibition, webinar or corporate events environment.
• Understanding of event planning and delivery processes, including delegate management, venue coordination, supplier engagement, and event logistics.
• Experience of financial administration, including purchase order processing, invoice management, budget tracking, and reporting systems.
• Working knowledge of Microsoft Office applications, particularly Outlook, Excel, PowerPoint, Word, Teams and SharePoint.
• Experience using business and event management systems such as SAP4Hana, webinar platforms (e.g., BigMarker), CRM systems, registration systems, or similar software would be advantageous.

Skills (personal, social, leadership & methodical competencies, incl. IT/language skills)

• Excellent organisational and time-management skills with the ability to manage multiple projects, deadlines and priorities simultaneously.
• Strong written and verbal communication skills, with confidence interacting professionally with delegates, sponsors, suppliers, venues and internal stakeholders.
• High attention to detail and accuracy when managing data, financial information, event documentation and attendee records.
• Customer-focused approach with the ability to resolve enquiries and issues efficiently and professionally.
• Strong administrative and coordination skills, with the ability to work proactively and independently while supporting a wider team.
• Competent IT skills, including Microsoft Office 365, SharePoint, Excel, Outlook, Teams and event management platforms.
• Ability to analyse and report on event metrics, attendee feedback and operational data.
• Problem-solving skills and a calm, flexible approach when managing changing priorities and live event environments.
• Strong relationship-building skills, with the ability to collaborate effectively with colleagues, sponsors, suppliers and external partners.
• Willingness and flexibility to travel within the UK and undertake occasional overnight stays in support of business events.