NIC Services Group Ltd
Event & Administration Assistant
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NIC is seeking a highly organised, professional and personable Event & Administration Assistant to provide administrative support to the PA to the Senior leadership team, whilst also playing an important role in the planning, coordination and delivery of corporate hospitality and events.
This is a varied role which combines office-based administration with event management and guest hosting. The successful candidate will be office-based Monday to Friday, 8.30am–5.30pm, with a requirement to attend and host events predominantly during evenings and weekends when required. Time off in lieu will be provided during the working week for additional event hours.
We are looking for someone who is naturally bubbly, confident and outgoing, with the ability to engage with a wide range of people and make guests feel welcome and at ease. They must be able to strike the right balance between being warm, friendly and engaging whilst maintaining poise, professionalism and discretion at all times.
The role would suit someone who genuinely enjoys being around people and events, but who is equally happy working behind the scenes and ensuring that the administrative detail is organised and completed to a high standard.
Key Responsibilities
Administrative & PA Support
- Provide administrative and secretarial support to the PA to the Group Chairman.
- Assist with the day-to-day organisation and administration supporting the Group Chairman and Directors.
- Maintain accurate and up-to-date diaries and event information.
- Screen and manage telephone calls, enquiries and requests appropriately.
- Arrange travel, accommodation and detailed itineraries for senior leadership.
- Assist with research tasks and follow-up actions as directed.
- Arrange meetings, book venues and coordinate catering and refreshments.
- Prepare correspondence, documents and other administrative information.
- Maintain a high level of confidentiality when dealing with sensitive information.
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Events & Corporate Hospitality
- Assist with the planning, organisation and delivery of corporate hospitality and company events.
- Prepare and maintain accurate guest lists and attendee records.
- Distribute event invitations, itineraries and relevant communications.
- Liaise with venues, suppliers and attendees regarding event logistics, including ticketing, travel, parking, dietary and accessibility requirements.
- Ensure diaries and event information are kept fully up to date.
- Assist with the preparation and organisation of events before the day.
- Attend and host events, predominantly during evenings and weekends, when required.
- Welcome and engage with guests, ensuring they feel comfortable and well looked after.
- Act as a professional and approachable representative of NIC at events.
- Assist with hospitality service, drinks and guest requirements where appropriate.
- Anticipate guest needs and deal confidently and professionally with any issues that arise.
- Help ensure events run smoothly and to the high standards expected by NIC.
- Assist with post-event administration and follow-up.
The Person
We are looking for someone who is naturally confident, warm and engaging. This is not simply an administrative role; the successful candidate will be expected to interact with guests and senior individuals and to represent NIC professionally at corporate events.
The ideal candidate will:
- Have a naturally bubbly, outgoing and confident personality.
- Be comfortable approaching and engaging in conversation with guests.
- Have the ability to make people feel welcome, relaxed and at ease.
- Be personable and friendly without becoming over-familiar.
- Be able to maintain poise, professionalism and discretion in a corporate environment.
- Have excellent communication and relationship-building skills.
- Be confident hosting events and interacting with a wide range of people.
- Be highly organised with excellent attention to detail.
- Be able to manage competing priorities and work to deadlines.
- Have a proactive and positive attitude and be willing to use initiative.
- Remain calm and professional under pressure.
- Be reliable, flexible and willing to work evenings and weekends when required.
- Take pride in their appearance and professional presentation.
- Be equally comfortable working in an office environment and being the face of the business at an event.
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Skills & Experience
Essential
- Previous experience in an administrative, PA, events, hospitality or office support role.
- Excellent organisational and time-management skills.
- Strong written and verbal communication skills.
- High level of accuracy and attention to detail.
- Proficient in Microsoft Word, Excel and Outlook.
- Ability to use initiative and manage competing priorities.
- Professional, trustworthy and discreet.
- Previous experience of hosting or working at corporate events/hospitality.
- Flexibility to attend events during evenings and weekends when required.
Desirable
- Experience supporting senior leadership.
- Experience organising or coordinating corporate events.
- Experience within corporate hospitality.
- Experience in a guest-facing or client-facing environment.
Working Hours
The normal working hours for the role are Monday to Friday, 8.30am–5.30pm, office-based. Due to the nature of the role, attendance and hosting at corporate events will be required, predominantly during evenings and weekends. Flexibility is therefore essential. Where additional hours are worked for events, time off in lieu will be provided during the working week.
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