Tropic Skincare
Events Administrator
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About The Role
At Tropic, our events bring people together to celebrate achievements, build connections, and create unforgettable experiences for our Ambassador community. From spectacular festivals and recognition events to incentive trips and celebrations, every event plays an important role in bringing our brand to life.
As our Events Administrator, you'll be the person who keeps every detail organized behind the scenes. From managing attendee data and RSVPs to coordinating travel logistics and supporting event communications, you'll ensure every event runs smoothly through exceptional administration and attention to detail.
This role is perfect for someone who thrives on organization, enjoys working with data and systems, and takes pride in getting the details right. We're also looking for someone who embraces technology and AI, continually seeking smarter, more efficient ways of working that improve both team processes and the Ambassador experience.
Key Responsibilities
- Manage attendee databases and spreadsheets, ensuring all event records remain accurate, complete, and up to date.
- Coordinate RSVP processes, following up with attendees where required and managing qualification and eligibility data.
- Work with qualification and eligibility criteria to determine attendee lists, ensuring the correct Ambassadors are invited to each event.
- Record and manage dietary, accessibility, and other attendee requirements to support an exceptional event experience.
- Build and maintain RSVP forms, surveys, and feedback forms using Jotform.
- Monitor attendee data within EventsAir, troubleshooting data issues and ensuring reports remain accurate.
- Coordinate event logistics, including table plans, room allocations, passport checks, travel information, and ticket transfers.
- Support reimbursement and refund processes in collaboration with Finance and Customer Support.
- Prepare, validate, and analyze event data across multiple systems, ensuring information is accurate and ready for QR code generation and event registration.
- Maintain the Events Hub, SharePoint resources, and The Lounge with accurate and up-to-date event information.
- Collate and analyze post-event feedback, identifying trends and insights to support future event planning.
- Upload and organize event photography and documentation, ensuring resources are easy to locate and accessible to relevant teams.
- Record meeting notes, actions, and project updates, ensuring tasks are tracked and followed through to completion.
- Identify opportunities to improve administrative processes through automation, AI, and more efficient ways of working, documenting improvements to support wider team adoption.
- Prepare and send attendee communications, including joining instructions and event updates.
- Act as a key point of contact for the Customer Support team on event administration queries.
- Provide high-quality administrative coordination throughout the full event delivery lifecycle.
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What We're Looking For
We're looking for someone who enjoys working with complex information and large datasets, takes ownership of their work, and is passionate about delivering an exceptional experience for our Ambassador community.
You'll Bring
- Strong administrative experience where accuracy was critical.
- Experience working with large datasets, including using lookups, pivot tables, filters, and other Excel functions to maintain data accuracy.
- The ability to manage multiple priorities and work confidently with complex rules and criteria.
- A genuine interest in technology and AI, with examples of using new tools or automation to improve efficiency.
- Excellent organizational skills and a methodical approach to managing information.
- Strong written communication skills and confidence liaising with a wide range of stakeholders.
- The confidence to follow up with people professionally and persistently to obtain required information.
- The ability to manage several projects or events simultaneously.
- A genuine interest in people and delivering a positive experience for every attendee.
Desirable
- Experience using event management platforms such as EventsAir, Cvent, or similar.
- Experience using Jotform, Typeform, or other online form builders.
- Experience using automation or AI tools within a professional environment.
- Advanced Excel skills and familiarity with Power BI.
- Experience using SharePoint or other document management systems.
- Previous experience within events, hospitality, travel, membership organizations, or a similar administrative environment.
What We Offer
- Employment Type: Full-time, Monday to Friday.
- Location: Tropic HQ is a short walk from Beddington Lane Tram Stop, with direct links to East Croydon and Wimbledon.
- Hybrid Working: Three days per week in the office (depending on event schedules).
- Salary: Starting from £26,250
- Benefits: Hybrid working, up to 33 days’ holiday. Enhanced family leave, Private Medical Insurance, Medicash plan, life insurance (All available after a qualifying period). EAP through the Wisdom App, generous product allowance and 50% discount for family and friends, access to retailer discounts, Cycle to Work and Electric Car schemes, free breakfast bar, dog-friendly HQ with a chill zone and pool table, on-site parking, regular social events, and plenty of well-being treats throughout the year.
- Start Date: Immediate.
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About Tropic
Susie, our Founder and CEO, started Tropic Skincare as a teenager, selling homemade body scrubs at Greenwich Market to help her mum pay the bills. She sold out on her first day, and the incredible response made her realize she had started something quite special.
We still sell that iconic body scrub, and it sits alongside an extensive range of award-winning skincare and beauty products that have made us one of the UK’s fastest-growing beauty businesses. Our brand is certified vegan, cruelty-free, and CarbonNeutral®, and our infinite purpose is to create a healthier, greener, more empowered world. And that’s where you come in!
We’re looking for creative and ambitious people who share our vision and get excited about beauty that’s both innovative and sustainable. If you’re passionate about skincare and have a genuine desire to empower communities across the globe, you could be a great fit.
Apply now if you’re ready to join a vibrant team who believes beauty knows no bounds!
Tropic's Commitment to Equal Opportunities
Our team is as diverse as it is talented because at Tropic, we go the extra mile to cultivate a culture of respect and belonging. We value every candidate, respect protected characteristics, and never discriminate. We also provide reasonable accommodations for applicants with disabilities at every stage of the hiring process, so if this is something you need, please let our recruitment team know at the earliest opportunity!
Ultimately, the most important thing for us is hiring the best person for the job, so we focus on skills, experience, and qualifications to ensure our process is fair and that our candidates always have a great experience with Tropic.
We’re looking for creative and ambitious people who share our vision and get excited about beauty that’s both innovative and sustainable. If you’re passionate about skincare and have a genuine desire to empower communities across the globe, you could be a great fit.
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