William Reed Ltd
Conference Producer Assistant
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Department: EA & Administration
Location: Brighton
Description
As a Speaker & Programme Coordinator, you'll play a key role in delivering exceptional conferences and awards programmes across the food, nutrition, agriculture, materials, and water sectors. You'll ensure speakers, judges, and moderators are fully prepared, informed, and engaged throughout their journey, helping to create a seamless experience from initial confirmation through to event delivery.
Your organisation, communication, and attention to detail will help keep programmes on track and contribute to the successful delivery of high-impact international B2B conferences. Working closely with conference producers, editorial, commercial, marketing, and operations teams, you'll help ensure stakeholders are supported, deadlines are met, and events run smoothly.
What You’ll Be Doing
- Coordinating communications with speakers, judges, and moderators, acting as their primary point of contact throughout the event lifecycle
- Managing speaker attendance and readiness, ensuring biographies, headshots, presentations, and other materials are received and recorded ahead of deadlines
- Organising speaker invitations, briefing sessions, preparation calls, and diary scheduling, working closely with internal teams and external stakeholders
- Maintaining accurate records across CRM systems, event platforms, and programme databases to ensure information is up to date and accessible
- Coordinating awards judging activities, including communications, scheduling, and tracking progress against key milestones
- Tracking deadlines, managing stakeholder workflows, and proactively escalating risks or issues that could impact programme delivery
- Supporting the delivery of conferences and awards programmes, ensuring stakeholders are fully briefed and prepared for successful events
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What You’ll Need
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- Excellent organisational skills, with the ability to manage multiple tasks, deadlines, and stakeholder requests simultaneously
- Strong written communication skills and the confidence to communicate professionally with senior external stakeholders when required
- Experience coordinating activities, managing workflows, or assisting with project delivery within an administrative, operations, customer service, or events environment
- High levels of accuracy and attention to detail when maintaining records, schedules, and stakeholder information
- Confidence using CRM systems, databases, or other tools to manage information and track activity
- A proactive and solutions-focused approach, with the ability to identify potential issues and take action before they impact delivery
- Effective time management and prioritisation skills, with the ability to stay organised in a fast-paced, deadline-driven environment
- Willingness to travel if required
Benefits & Initiatives
- Generous annual leave – 25 days plus standard England and Wales bank holidays for full-time employees
- Long service holiday reward – Receive an extra day's annual leave for each year of service after six years, up to a maximum of 30 days plus bank holidays for full-time colleagues
- Christmas office closure – Enjoy additional paid leave between Christmas Day and New Year's Day to cover discretionary office closure days
- Holiday purchase scheme – Buy up to three additional days' annual leave each year and spread the cost over up to six months
- MeDay – Take an additional paid day off to celebrate your birthday, a cultural or religious event, or another occasion that is meaningful to you
- Volunteering day – One paid day each year to support a charity, community group, or cause close to your heart
- Hybrid and agile working – Flexible ways of working to help you balance work and life commitments (role dependent)
- Enhanced pension contributions – Benefit from employer pension contributions above the statutory minimum
- Life assurance – Providing financial protection and peace of mind for you and your loved ones
- Group Income Protection – Financial support if you're unable to work due to long-term illness or injury
- Family-friendly policies – Enhanced pay entitlements to support you and your family during important life events
- Health and wellbeing support, including:
- Healthcare cash plan
- Employee Assistance Programme (EAP)
- Virtual GP service
- Health and wellbeing resources and tools
- Commitment to Equity, Diversity and Inclusion – Supported by employee-led networks, with a culture where everyone feels welcome and valued. We are proud to be a Disability Confident Committed employer
- Cycle to Work scheme – Save money and support a healthier commute
- Electric Car scheme – Access an affordable and sustainable way to drive an electric vehicle
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