Part-Time Events Assistant

Manpower is currently recruiting for a part-time 20 hours per week Events Assistant to work on a temporary to possibly permanent basis in the Oxford City Centre. You will report directly to the Alumni Engagement Manager and work closely with the Alumni Engagement Officer. Hours will be agreed with the successful candidate to meet the of the team ideally working 5 days per week.

• Responding to alumni enquiries by email, telephone and post promptly and appropriately, ensuring all everyday communications are dealt with in order of priority and urgency.
• Forwarding on requests to other relevant departments and directing accommodation requests to online booking facility.
• Updating the university's Development and Alumni Relations System (DARS) database with personal and contact details.
• Updating DARS with deceased notifications, sending a condolence letter and filing this appropriately.
• Streamline administrative processes for collecting event payments and registration of guests where possible.
• Support the Alumni Engagement Officer with event preparation making sure that attendee information is regularly updated.

• Be familiar with data protection legislation and ensure that this is always adhered to.

Duties will include:

• Creating multi-level events, using the software and event briefs to track tasks, events income and other event information.
• Drafting and distributing invitations and reminders and processing event responses received by email, telephone and post.
• Basic content management system (CMS) skills, regularly updating the college's events web page and processing online events registrations.
• Creating badges, welcome packs and other events literature.
• Preparing goody bags for event attendees.
• Keeping the office's internal calendar of events updated.
• Attendance at most events is required and duties will include welcoming guests, ensuring they are badged and stewarded appropriately.
• Making sure that post-event communication is sent in a timely manner.
• Setting up and clearing after events.

• Administrating the College's Degree Days by: answering queries, keeping an up to date spreadsheet of graduands attending each ceremony and collating dietary/access/ gowning/ceremony requirements.
• Liaising with the Oxford University Conferrals Office, preparing relevant paperwork and ensuring graduands have leave to supplicate.
• Informing the College's Dean of Degrees which graduands are attending and all pertinent information regarding the graduation day itself.
• Liaising with the relevant internal departments regarding the logistics of the Degree Day itself, including but not limited to The Lodge Manager, Operations Manager and Conferencing Manager.
• Updating the College website with details of the next ceremony and frequently asked questions regarding graduation ceremonies.
• Preparing graduation literature.
• Attending cross-departmental Degree Day planning meetings for the larger summer ceremonies.

• Liaising with suppliers and sellers regarding stock levels.

Please forward an up-to-date CV and a Manpower representative will be I touch if you have the right skills for this role.