We are recruiting for a temporary Events office rto work on site at one of out centrally based colleged starting ASAP for approx 12 weeks working 36.5 hrs p/w and paying £17.38 p/h.
Duties
Event Organisation and Coordination
- Work with the Development Director, Master, Master’s PA, other Events Officer, Development department staff, Young Univ and Univ and the Arts committees to plan ahead for the annual calendar of alumni, fundraising and stewardship events.
- Plan and manage events both in the UK and overseas
- Manage the upcoming events calendar with the other Events Officer ensuring events are strategically scheduled to offer a balance of events throughout the year
- Attend selected events as the event manager, or as on-site support.
- Manage the overall events budget in cooperation with the other Events Officer providing reports to the Director of Development.
- Ensure events are appropriately staffed by members of the Development team
- Produce event briefs and running orders for the Master and other staff working on events
- Maintain a library of templates to ensure all event documents are consistent and professional
- Coordinate any thank you letters or follow ups after attendance at an event.
Event Administration
- Liaise with the Communications Team for promotion of events on the College website and social media and sending invitations via Campaign monitor.
- Work with the Head of Development Operations to ensure that event registrations and bookings are processed in line with event needs; see that, whether by email, post, or telephone, all queries and requests are acted upon and correctly managed within the alumni database (Raiser’s Edge/NXT).
- Work with the Internal Events Officer to create event invitations that match the theme and audience of the given event; organise the sending out of these in concert with the Development Office Coordinator, whether by email or by post.
- Select menus, log dietary requirements, develop seating plans, name badges, place cards, menu cards and any other administrative needs with the other Events Officer.
- Liaise with venue staff on all aspects of the event.
Digital
- With the Internal Events Officer, take responsibility for the College’s online event series, building on the strengths developed during the COVID lockdown periods.
- Propose innovative virtual events to the Events and wider Development Team.
- Manage invitations and registrations across a range of online event and video calling software, including Eventbrite, Zoom and Teams.
- Host virtual events, providing key technical support where necessary, and ensuring that all attendees and speakers can confidently play their role.
Additional Responsibilities
- Represent the events programme of the Development Office within the College, but also within the wider Oxford community and our community of alumni and friends.
- Maintain productive relationships with external stakeholders.
- Respond professionally and in a timely fashion to queries from alumni directed towards the College’s event programme.
- Contribute to a smooth-running Development team operation that interacts easily with other departments in the College.
- Ensure comprehensive record-keeping and reporting of all substantive alumni contact on the database.
- Assist the Development Director and the Data and Operations Manager in producing high quality and dynamic reporting of event data, ensuring accurate collection during and before events.
Essential Criteria
- Proven experience of event management or coordination in a school or higher education setting or its equivalent (at least 1 year minimum)
- Excellent written and spoken English with an appreciation of different audiences.
- Numerate and confident in handling financial data.
- Strong IT skills, particularly Microsoft Office (Excel and Word).
- Flexibility and willingness to travel and work outside normal office hours, including the attendance of events.
Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.
The Temporary Staffing Service supports University of Oxford departments and affiliated colleges with the recruitment of temporary admin and clerical staff. Personal information provided to the University of Oxford is held in accordance with the provisions of the GDPR and related UK data protection legislation.
