Events Assistant

Role profile

Our Marketing & Sales team is looking for an Events Assistant, based in our London office, to provide high-quality administrative, virtual and on-site support to the firm's externally focused client events and internally focused training events programmes.

This is a permanent role, with standard office hours of 9.30am to 5.30pm and scope for some homeworking (we are happy to consider flexible arrangements). Due to the nature of an events role, some early starts and evening work will be required from time to time to support successful event delivery.

The role

The role will involve working as part of the Events Team within Marketing & Sales to support the planning and delivery of both internal training and client-facing events. You will play a key role in ensuring that all logistical and administrative aspects of our events are well organised and executed to a high standard.

You will gain experience across the full range of event support activities, from setting up and running webinars to coordinating room bookings, catering and materials for in-person events, as well as providing on-the-day support. You will work closely with colleagues in the Events Team, the wider Marketing & Sales function and other Business Services teams, building strong working relationships and contributing to a smooth, joined-up approach to event delivery.

Key responsibilities

Events support and delivery

• Support the firm's internal training and client events programme, helping to ensure events are planned and delivered efficiently and professionally.
• Assist with onsite event delivery, including coordinating requirements with internal teams, and meeting, greeting and directing delegates for events and courses.
• Help to ensure all events run to time and to a high standard, escalating any issues as needed.

Virtual events and technology

• Create and run webinars and virtual conferences across a range of platforms (including On24 and Microsoft Teams), following training and guidance from the Events Team.
• Upload slides, resources and speaker profiles, ensuring information is accurate and complete.
• Co-ordinate tech training calls for speakers and hosts to ensure they are comfortable with the virtual platforms.
• Send out calendar appointments for virtual events and manage any updates or changes.

Administration, systems and communications

• Record training course and event information on schedules and calendars, ensuring all details are correct, consistent and up to date.
• Draft and send event and training course communications, including invitations, reminders, confirmations and follow-up emails using Vuture.
• Monitor various email inboxes, responding to queries in a timely and professional manner and updating records as required.
• Create event lists on InterAction and set up events on the iPad check-in system to support smooth registration on the day.
• Record course and event attendance accurately and maintain appropriate records.

In-person logistics and materials

• Book meeting rooms, catering and equipment for in-person events, liaising with internal teams and external suppliers as necessary.
• Collate and prepare event and training course materials, including badges, delegate packs, course materials and attendance registers.
• Manage the team's stock of merchandise, ensuring supplies are monitored, replenished and distributed appropriately.

Team support and collaboration

• Assist the Events Team and wider Marketing & Sales team with any other duties that may be required from time to time to support the effective delivery of the events programme.
• Work collaboratively with colleagues across Business Services and fee-earning teams, contributing to a helpful, responsive and solutions-focused service.
• Play an active part in maintaining a positive, supportive and collaborative team dynamic.

What we are looking for

• A professional, flexible, enthusiastic and self-motivated individual who enjoys working in a busy, fast-paced environment.
• Confident and savvy with technology and software, with an interest in learning and using events and marketing platforms (such as On24, Microsoft Teams, Vuture, InterAction and iPad check-in systems).
• Excellent time management skills, with the ability to prioritise and deal with competing demands.
• Confident and assertive, with the ability to communicate clearly and appropriately with colleagues at all levels.
• Strong organisational and problem-solving skills, with a proactive, solutions-oriented approach.
• Excellent attention to detail and a commitment to delivering high-quality work.
• A team player who is also able to work autonomously, taking ownership of tasks and seeing them through to completion.
• Good interpersonal skills, with the ability to build effective working relationships across the firm.
• Skilled in Microsoft Word, Excel and PowerPoint, and comfortable learning new systems and processes.

Salary and benefits

We offer competitive salaries and generous benefits. We value the health and wellbeing of our people and our wide range of initiatives and benefits support this.

Our recruitment process

Please note that although we include closing dates for our roles as a guide, we review and progress applications on a rolling basis. At Osborne Clarke we do not make any recruitment decisions using automated decision-making.

We are committed to providing an environment where you can perform to the best of your abilities at every stage of your recruitment experience and beyond. If you require any adjustments to be made during the application stage, interview process, or when working with us, please let us know in confidence.

About Us

Osborne Clarke is an international legal practice with over 330 Partners and more than 1,260 talented lawyers in 26 locations*. Our sector-based approach enables us to help our clients tackle the issues they are facing today, and prepare for the ones that they will face tomorrow. Advising them both comprehensively and commercially. We love working closely with our clients on new deals, products and solutions which will transform their businesses, markets and even sectors. And our unique approachable culture is not an added extra, it's fundamental to our success.

At Osborne Clarke we value difference and encourage applicants from all backgrounds. We want everyone to feel that OC is a place where you can be yourself and belong, and our range of interest groups and diversity networks - not to mention our great teams - are a part of making that a reality.

*Services in India are provided by a relationship firm