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Events Assistant Apprentice
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About the Role
We are seeking a motivated and well-organised Events Assistant Apprentice to join a university campus team engaged in Life Sciences, where you will play a vital role in supporting the planning and delivery of a diverse calendar of events. This is an exciting opportunity for someone who is enthusiastic about event planning, communications, and creating engaging experiences.
The apprentice will work alongside experienced event professionals and gain hands-on experience across all stages of the event lifecycle – from early-stage planning and venue research to on-the-day coordination and post-event evaluation. The role will give the opportunity to learn how successful events are delivered in partnership with multiple stakeholder collaborators. This could include sessions such as the delivery of in-person and virtual workshops, employer or investor engagement events, marketing campaigns, and more. The role will support the communications with key stakeholders across Cambridge, help to promote events through online and offline channels, write social media posts and play a central role in making sure that all events and communications run smoothly. Whether it is preparing attendee lists and biographies and signage, supporting virtual breakout rooms, liaising with speakers and caterers, or providing a warm welcome at registration, you’ll be at the heart of the team making it all happen.
This apprenticeship is ideal for someone with a positive attitude and a willingness to learn. You’ll be supported every step of the way and encouraged to contribute your ideas, take the initiative, and develop your own professional confidence in a fast-paced and supportive environment.
Key Responsibilities
- Support the planning, coordination, and delivery of internal and external events, spanning political visits, campus enlivenment activities and investor engagement
- Liaise with suppliers, venues, speakers, and delegates, whilst building rapport and trust
- Draft and send invitations, manage RSVP lists, and monitor attendance
- Assist with digital event promotion via email, social media, and internal platforms
- Prepare materials, signage, name badges, and event kits
- Attend in-person and online events to provide logistical and customer service support
- Collect feedback using a variety of methods and help evaluate event success
- Keep accurate records, update databases, and support reporting
- Involvement in the preparation, management and reconciliation of event budgets
- Take the initiative to pose effective questions to colleagues and suppliers
- General administrative duties, as required
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Requirements
The apprentice will need to have:
- An interest in the Health and Life Sciences sector
- Effective communication and problem-solving skills
- Computer skills, including a basic understanding and experience in the use of Microsoft programmes - Outlook, Word, Excel, PowerPoint
- Positive attitude, an eye for detail, an inquisitive nature, creativity, and independence
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
GINGER NUT MEDIA LIMITED
Training course
Event assistant (level 3)
Understanding apprenticeship levels
Course contents
Operational
- Gather facts and collate information in response to a brief or request, like searching for the right location and venue for an event.
- Respond to requests from the different functional teams and carry out a variety of daily and weekly tasks to assist in the planning and preparation of an event.
- Provide assistance onsite at an event by registering delegates or by helping to assist the onsite team with a variety of tasks.
- Manage your time effectively by understanding how to prioritise tasks according to their importance and urgency for the stakeholders of an event.
- Use software packages to create word processing and spreadsheet documents.
- Contribute to reports, event project plans and written presentations for clients
- Use a range of event technology platforms and in-house bespoke software systems and databases.
- Show careful attention to regulations and internal policies.
Professional
- Listen, interpret, understand, vocalise and respond to clients’ needs.
- Speak and write clearly in order to prepare written communications or provide instructions that are needed for a client, supplier or team member.
- Build rapport and trust with the stakeholders of an event so that stakeholders can collaborate well throughout the planning and organisation processes.
- Question effectively to ensure understanding of what is required from clients or colleagues.
- Have the skills to maintain relationships with colleagues, suppliers or clients once they are built, and be able to repair them when they are damaged.
- Work effectively within a group environment to prepare for, deliver and/or follow up after an event takes place.
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Commercial
- Assist in the preparation, management and reconciliation of event budgets by collecting information, checking data and making calculations.
- Show how commercial awareness has been applied through task and time management, specifically using efficient and effective measures to conclude a project in the most proficient way.
The apprentice will receive regular remote led sessions with their tutor.
GCSE in:
- English (grade 4/C)
- Maths (grade 4/C)
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Skills Required
- Communication skills
- IT skills
- Attention to detail
- Organisation skills
- Customer care skills
- Problem solving skills
- Presentation skills
- Administrative skills
- Number skills
- Analytical skills
- Logical
- Team working
- Creative
- Initiative
- Non judgemental
- Patience
- Physical fitness
Apprenticeship Details
TrAC Futures is a DfE approved Flexi Job Apprenticeship Agency who will employ you for the duration of the apprenticeship and pay your salary. You should be aware that you will be placed with a host employer but you will not be employed by them. Your placement may change during the course of your apprenticeship but TrAC will employ you throughout, as well as continuing to support you into employment or further learning at the end of your apprenticeship.
A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.
You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.
Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).
There will be an opportunity to move into full-time employment on successful completion of the apprenticeship.
Contact Information
The contact for this apprenticeship is:
TRAC FUTURES
Sue Appleby
sue@tracweb.co.uk
01603 972286
The reference code for this apprenticeship is VAC2000049871.
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