Job Description

The role is to act as the office administrator and to assist the Internal Events Manager with various research, projects and reports. You will also assist the Internal Events Manager and Team members in delivering the client’s vision for events and bookings. Other duties are to manage the Rooms and Catering and Med Rooms mailboxes, booking rooms, catering on behalf of clients. To assist with internal bookings from clients, handling a share of repeat internal accounts in busy periods.

Duties and responsibilities

• To handle initial telephone enquiries including customer and general business enquiries and to initiate appropriate follow-up action or distribute calls as appropriate
• To amend bookings, often at the last minute, and to inform all necessary departments of these changes
• To collect information on daily consumptions ensuring figures are updated and distributed appropriately
• To be responsible for all stationery, checking, maintaining and ordering appropriate stock levels, and to ensure that each workstation (Including faxes and printer machines) are adequately supplied
• To prepare spreadsheets (e.g. collating financial information, team targets etc) for reporting and decision-making purposes, as directed, using Excel
• To complete basic administrative duties, such as photocopying, filing, maintaining spreadsheets and folders and carry out the office purchasing
• Respond to Web Room Booking queries and issues
• Accurate data entry (into our diary system, KX), and ability to effectively communicate requirements to all contributing teams and in-house facility services
• Ensure that all relevant event information is communicated in a timely manner to College Departments

Required Knowledge, Skills, and Abilities

• Experience within an events and administrative/customer service environment
• Excellent interpersonal skills including excellent written and spoken English
• Be highly organized with an eye for details and accuracy and ability to cope with strict deadlines
• Excellent computer skills with experience in Microsoft Office and internal booking systems
• Have a flexible approach to a job, which incorporates a wide range of tasks
• Ability to use own initiative and make decisions when necessary
• Have a professional telephone manner
• Be able to priorities workload, work well under pressure and cope with deadlines
• Attain a good level of knowledge of Imperial College campuses to deliver and clear catering services to various venues
• A flexible approach to working, sufficient to be able to work a 5/7 days per week arrangement, work evenings and weekends, and able to work at any location/catering outlet, as reasonably requested.