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The Events Assistant role is to support the Events Manager in ensuring all events run smoothly, that they are excellently executed and that the guest/hosts are left with a brilliant, long-lasting impression of the efficiency and slickness of Havas Village.
About us
The Havas UK network is one of the world's largest global communications groups. We are made up of 26 different agencies, all under one roof which make up the Havas Village. Our agencies are made up of three main groups, linking Creative, Media and Health Services. We work with some of the most recognisable household named brands to form strategic and creative partnerships, guiding our clients towards their marketing and communication objectives. We are a bustling group of agencies filled with passionate individuals who all bring their own expertise and work together across varying teams and disciplines. We provide a first class services for our clients through a whole spectrum of departments, including; strategy, analytics, media planning, creative, design, UX&UI, social media, public relations, integrated marketing and much more!
The Role
The Events Assistant role is to support the Events Manager in ensuring all events run smoothly, that they are excellently executed and that the guest/hosts are left with a brilliant, long-lasting impression of the efficiency and slickness of Havas Village.
Your role will be to ensure that guests are greeted on arrival, taken to the correct conference space, with refreshments that are ready for them. You must ensure the room is prepared, the AV is working and everything is running efficiently.
The role is based on our Havas Village London site in case you are needed to trouble shoot anything that may arise during the event.
Its critical for the role that you follow health and safety instructions and make sure that the event hosts have all the correct information in regard to the fire evacuation process.
We don’t expect you to have bundles of experience in our field, but we do need someone who has the appetite to grow and learn. Some of the things you will be involved in are outlined below. Don’t worry if you have not come across some of these as you will gain the opportunity to learn some of these aspects in your day-to-day tasks.
Key Responsibilities
- To support the Events assistants with events taking place within the building
- Liaising with clients and employees through email and face to face
- To book site visits and host tours for upcoming events
- Looking after the events calendar, making sure all bookings are taking place and they have everything they need,
- To book rooms for the events and book the relevant catering.
- Help room booking assistant with room bookings.
- To liaise with Reception regarding guests passes
- Ensure that all supporting functions for events and conferences are given clear communication about each of the upcoming events/ conferences that are taking place e.g. Security, Catering, Prep Team, AV, IT, Reception etc.
- To make sure that Concierge and Reception are informed of any visitors that are coming to meet the events team for either an event or a site visit.
- To strive for excellence making sure that the conference rooms are in the immaculate state and report any issues to BS team.
- Reception cover for lunches/holidays.
- Shuffling room bookings around to fit in events/last minute meetings and pitches.
- Attend weekly New Business meetings and make sure the right steps are taken to ensure a smooth pitch process.
- Being point of contact for the Building Services Team (phone/face to face) and directing them to the right person/department.
- Admin the events calendar liaising with P&T and Catering
- Proactively booking bar nights, manicure and other pop-up activities
- Ensure that H&S events plan is updated, and RAMS are filed in the IMS for events and filming
- Helping with organisation of the Village Christmas Party
- Organising Office/ Reception Christmas decorations
- This list is not exhaustive!
What we’re looking for
- Strong written and verbal communication skills are crucial for liaising with clients, employees, and different departments.
- Being organised is essential to manage events, bookings, and various tasks effectively.
- Collaboration is key, especially when coordinating with different departments and being a point of contact for the Building Services Team.
- A positive and customer-oriented attitude will contribute to creating a great experience for guests and hosts.
