Events Administrator 12-month FTC

We are recruiting an Events Administrator to join our Marketing and Business Development department on a 12-month FTC.

About Macfarlanes

Macfarlanes is a pre-eminent law firm that serves a global client base in Private Capital, Private Wealth, M&A and Disputes. Personal connection, an entrepreneurial spirit and a commitment to excellence are at the heart of our firm. These values drive our ability to deliver exceptional outcomes for our clients.

We are big enough to undertake the most complex and demanding mandates yet small enough to know each other well and to be agile, adapting to the needs of our clients. We seek to strengthen the firm by recruiting talented people from all backgrounds who want to build long-lasting and impactful careers with us. Our culture is challenging and supportive, creating an environment where individuals can thrive.

What this means for you

Joining Macfarlanes means being part of a collaborative, approachable team who want you to succeed. You’ll be encouraged to get involved and recognised for your contribution.

We take your development seriously. Our learning and development programmes are second to none and are designed to help you strengthen your skills.

Above all, you’ll be part of a firm where we all work together as part of a cohesive and supportive team, value your efforts and help you to thrive.

The team

You’ll report to the Senior Events Manager and join a team of three – an Events Manager and two Events Executives. Together, the team deliver the firm’s programme of client events, from breakfast seminars to drinks receptions and dinners.

The Events team sit within our wider Marketing and Business Development team. You’ll work closely with colleagues in Business Development, CRM, Design and Digital, as well as Partners and fee earners across the firm.

The role

The Events Administrator looks after mailings and RSVPs for the firm’s events. You’ll build and send invitations in Vuture, our mailing platform, and manage the lists and responses that follow, keeping attendance records up to date in InterAction, our CRM system. You’ll also handle mailings for third-party events and for events the Business Development team run without Events team support, and become the team’s day-to-day Vuture lead.

Alongside this, you’ll support the wider Events team on delivery, from producing event materials to running registration desks on the day. It’s a role for someone who likes getting the detail right – an invitation is often a client’s first contact with a Macfarlanes event.

Key duties will include

• building and sending event mailings in Vuture, our mailing platform, and tracking responses;
• managing mailings for third-party events and for events the Business Development team run without Events team support;
• managing invitation lists and RSVPs, and adding relevant activities to InterAction regarding attendees, no-shows and regularly archiving events lists;
• acting as the Events team’s day-to-day Vuture lead and first point of contact for event mailing queries;
• working with the Digital team on Vuture templates and standards;
• responding to general event queries and requests;
• managing, and keeping up to date, the events inbox and calendar;
• liaising with venues and other event suppliers;
• producing event materials including seminar handouts, signage, name badges, etc.;
• ensuring the firm intranet and website are up to date with information relating to upcoming events;
• maintaining all event related materials, e.g. pull up banners, badge boxes etc.;
• supporting onsite at events, including, "meeting and greeting" at events and running event registration desk, as well as webinars;
• assisting with event reporting, including attendee lists, attendee breakdowns and final costs;
• contacting suppliers for invoices and liaising with finance to ensure all event related invoices are paid;
• working with internal support functions, e.g. hospitality, AV, IT and facilities, in relation to events;
• carrying out venue and supplier research and maintaining database of both;
• assisting with collating presentations and formatting; and
• ad hoc events, hospitality and business development project work as and when required.

This job description encompasses the main duties of the role and is by no means exhaustive. It is anticipated that duties may vary from time to time according to the needs of the team.

During the first six months of employment, you may be required to attend the office four days per week to support onboarding, training and collaboration. Your line manager may adjust this requirement based on your progress and business needs.

The candidate

The successful candidate will ideally possess the following:

Knowledge and experience

• previous experience in a professional services environment is preferable but not essential;
• experience of Vuture or a similar mailing platform is desirable – training will be provided;
• previous experience or a demonstrated interest within events;
• exceptional administrative skills; and
• experience of interacting with senior level stakeholders and business development/events teams or similar.

Required skills / personal requirements

• excellent time management, written, presentation, and verbal communication skills;
• effective and efficient with data management;
• excellent IT skills, including Microsoft Office, mailing platforms and ideally event registration tools;
• meticulous attention to detail, an aptitude for learning, and ability to multi-task across competing projects and deadlines;
• execution-focused and results-oriented;
• positive approach and ability to remain calm under pressure; and
• a flexible approach to working hours, as some of our events (for example, breakfast seminars, drinks receptions and dinners) take place early in the morning or in the evening.

Application screening

Any offer of employment with us is subject to our pre-employment checks which are conducted by a third-party screening provider. These checks will be initiated with your consent, and your CV will be sent to the provider by us. The screening will include but is not limited to your employment references, professional and academic qualifications including grades and any criminal records. Your offer will be subject to the successful completion of these checks.

Our commitment to inclusion

Inclusion is one of our key priorities and it is a goal we are actively working towards. We believe that an inclusive, forward-thinking culture is intrinsically important and enables us to provide innovative solutions to our clients.

We welcome applications from people of all backgrounds, bringing different perspectives and experiences, making Macfarlanes an exciting and stimulating place to work. We seek to recruit the best candidates, regardless of age, gender, race, ethnicity, social or economic background, religion, disability, sexual orientation or any other characteristic.

As part of this commitment, we will ask you certain diversity data questions. We would really appreciate you and/or your recruiter completing these questions when submitting an application to Macfarlanes as this data enables us to measure our progress and identify any actions needed to continue to support an inclusive culture. This data is anonymised to maintain the privacy of applicants. If you have any questions relating to how this data is used, please contact a member of the recruitment team.

Should you require any adjustments during the application and/or interview process, please do not hesitate to inform your recruiter or a member of the recruitment team. Please note, the job description is available in other accessible formats (for example, large print).

We are a Disability Confident Employer and will offer an interview to disabled applicants who best meet the essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please email the recruitment team at recruitment@macfarlanes.com.