Infinix Global Meetings & Events
Events Administrator
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Job Title: Events Administrator
Location: Brighton, UK
Contract Status: Part-Time, Fixed-Term Contract 6 Months
Hours: Part-Time – 25 Hours per Week
COMPANY PROFILE
Infinix Global Meetings and Events is a full-service global, event & meeting management company with a specialty division in the pharmaceutical industry. With more than 30 years of experience, we take great pride in our service culture and our ability to deliver exceptional meeting experiences for our clients.
SUMMARY
Working closely with Event Managers and Planners, the Events Administrator will provide administrative, logistical and coordination support across client programmes. The role follows approved processes, maintains accurate programme records and communicates progress or issues promptly. Training and mentoring will support increasing ownership of assigned tasks and development in event operations, technology and client service.
This is a support role rather than independent programme management. Responsibilities generally begin after venue and supplier contracts are executed, with Event Managers and Planners retaining ownership of client management, sourcing, contracting, budgets, supplier negotiations and overall programme delivery.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Task Accountability and Team Support
- Complete assigned tasks accurately, on time, and in accordance with established processes, checklists, and client requirements
- Work closely with Event Managers, Planners, and internal teams to provide responsive administrative and operational support
- Provide clear progress updates, communicate roadblocks promptly, and escalate potential risks or conflicting information to the assigned Manager or Planner
- Adapt to changing priorities and support team and cross-functional needs within the agreed scope of the role
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Attendee and Logistics Support
- Support attendee registration and approved attendee communications under the direction of the assigned Manager or Planner
- Maintain accurate attendee lists, rooming lists, flight and ground transportation manifests, programme counts, and related records
- Prepare meeting materials, presentations, reports, and client-facing documents for review and approval before distribution
- Coordinate assigned logistical details with venues and suppliers when directed, working within executed agreements and without independently negotiating terms
Documentation Quality and Timeliness
- Maintain accurate schedules, timelines, trackers, files, and programme documentation across approved systems
- Conduct quality checks on meeting information, documents, reports, rooming lists, manifests, materials, and communications
- Verify that information is consistent across systems and aligns with client guidelines, programme requirements, and internal standards
- Support programme deadlines by completing assigned work on schedule and escalating discrepancies or potential delays as soon as they are identified
Technology Data and Reporting
- Use approved event-management, registration, communication, and reporting tools to complete assigned responsibilities
- Maintain complete and accurate programme data while protecting confidential client and attendee information and following applicable privacy and security requirements
- Prepare registration, status, and post-programme reports and ensure supporting documentation is current and properly organised
Onsite and Post Programme Support
- Provide occasional onsite support, including registration, attendee check-in, meeting materials, and other assigned logistical activities
- Assist with post-programme evaluations, reporting, data cleanup, document collection, invoice support, and reconciliation activities
- Document assigned follow-up items and lessons learned to support continuous improvement and future programme delivery
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QUALIFICATIONS
- Excellent organisational and administrative skills.
- Strong attention to detail and accuracy.
- Effective written and verbal communication skills.
- Ability to manage multiple tasks and competing priorities.
- Proactive and reliable approach to work.
- Strong time management skills and ability to meet deadlines.
- Comfortable working independently while also contributing as part of a team.
- Good working knowledge of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
- Positive, adaptable, and professional attitude.
EDUCATION AND EXPERIENCE
- Previous administrative, customer service, hospitality, or events experience.
- Interest in developing a career within the meetings and events industry.
- Experience using registration, CRM, or event management systems.
- Familiarity with working in a remote or hybrid environment.
PHYSICAL DEMANDS
- Travel 20%-35% of the time, including weekends.
- Ability to lift up to 50 pounds.
- Frequent stooping, bending, squatting, and kneeling.
- May require standing for extended periods during meetings or programs.
WORK ARRANGEMENT
This role is primarily remote; however, applicants should ideally be based in or near Brighton to attend occasional in-person meetings, training sessions, and event support activities when required.
The role is offered on a 6-month fixed-term contract, working 25 hours per week, with flexibility around how hours are scheduled across the working week.
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