Reed & Mackay
Events Administrator
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At Reed & Mackay, we are more than a global leader in travel and event management; we are a team united by passion, care, and entrepreneurial spirit. As a unique brand within the Navan Group, we provide deep sector expertise and customised programmes from offices across the globe.
With over 60 years of innovation in service, our success is built on delivering flexibility, reassurance, and insight to our clients. Our built-for-service technology and high-touch expertise removes the hassle from travel and event management, connecting businesses globally while keeping their people productive and safe and their costs down.
Looking for the next opportunity? Join our dynamic, inclusive culture, where your ideas are valued, your growth is supported, and your contributions help shape the future of global travel and events.
About The Role
Working closely with and supporting the Events team, this critical admin support role will provide administrative, organisational and coordination support across the Events function from leadership, operations, supplier and account management. The role is designed to help day-to-day activity run smoothly, while offering the opportunity to build confidence, develop core admin skills and learn from experienced colleagues in a supportive team environment.
This is a part-time position, working 4 days per week, on a 9-month fixed-term contract.
What You'll Do
Operations Support - supporting the Director of Event Management
- Weekly workload report
- Supplier creation in Qondor
- Backoffice support
- Liaise with Operations Countries Leads to ensure completion of data for leadership
- Own the onsite kit and currency cards for events ensure it is kept stocked and equipment is signed in and out.
Supplier Management - supporting the Director of Commercial
- Organise and support supplier office visits, webinars and FAM trips
- Organise and support supply brand experience days and supply events
- Maintain CVENT tagging for enhanced commissions and general tagging.
- Support when out of office with supplier requests
- Support booking internal meetings at other Navan locations from time to time
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Account Management - supporting the team
- Build positive working relationships with the account management team in UK & US
- Weekly inbound enquiry report
- Weekly deal desk report
- Creating and pulling reports for client facing meetings
- Admin support for client onboarding which includes
- Completion of form for finance to create account when new win
- Attending onboarding calls with AM/sales and at time operations to take key notes (using AI notes from call)
- Completion of handover forms
- Updating the client bible for the operations team
- Monitoring of the legal SLACK channel to check if an enquiry is sent directly to operations whether the client has a contract
Administration & Organisation
- Assist with the organisation of events, meetings and offsites, including attending in person where required
- Maintain accurate records, files and documentation
- Take meeting notes where required and support follow-up on actions
- Provide light project coordination support by tracking actions, deadlines and updates
Confidentiality & Governance
- Handle confidential information carefully and with discretion
- Follow company policies and data protection standards in all administrative activity
- Provide accurate information and administrative support to assist the EA team and wider
What We're Looking For
- Good organisational and time management skills, with a willingness to learn and develop further
- Clear communication skills and a professional approach
- Good attention to detail and accuracy
- Proactive, adaptable and keen to learn
- Ability to manage a varied workload, prioritise tasks and ask for guidance when needed
- Willingness to learn and build confidence using Google Suite following Navan Migration
- Basic to good MS Office skills, including Outlook, Word, Excel, PowerPoint and Teams
- Awareness of AI tools and willingness to use them responsibly to support administrative tasks, improve efficiency and enhance ways of working
- Collaborative team player who embodies Navan's core values: All about the user, Best team, Extreme ownership, and Seriously fun
- AI-first mindset with a proactive approach to continuous learning and problem-solving
- Professional, approachable and reliable
- Trustworthy
- Calm, flexible and willing to support where needed
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Equal Opportunities
At Reed & Mackay we welcome everyone with an open mind and an open heart. This is because we know peoples' different experiences, identities and backgrounds helps us to build a culture where everyone can collaborate and be their authentic selves, whilst feeling safe, valued and included.
Reed & Mackay is committed to providing equal opportunities by assessing all potential candidates according to their skills, knowledge, qualifications and capabilities. No regard will be given to factors such as age, gender, sexual orientation, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion, disability or neurodivergence, or other applicable legally protected characteristics when making any employment decisions, including hiring.
Reasonable adjustments or accommodations will be provided, where required, and in line with local laws, to candidates who have a disability or are neurodivergent. Please notify us of your requirements at recruitment@reedmackay.com.
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