AEO - Association of event organisers

Executive Office Administrator

AEO

Executive Office Administrator

  • Closing date: 17-Jun-2022
  • Hours:
  • Job function:
    • Administration
  • Contract type:
    • Permanent
  • Contact Name: Rachel Ng
  • Location: London, UK
  • Company name: Clarion Events Ltd
  • Email: rachel.ng@clarionevents.com

The Opportunity

An exciting opportunity has arisen within the Executive Office for an Executive Office Administrator who will be supporting the Executive Assistants and the Senior Directors. This role holds responsibility for overseeing core administrative aspects within the Executive Support Office. We are seeking a team player who will assist the EAs in reaching the common objectives of the Senior Directors & their management team.

 

Key Responsibilities

  1. Support to the EAs & by extension the Senior Directors:
  • Preparing Directors for meetings, including: booking meeting rooms, arranging catering & refreshments, meeting and greeting clients, preparing and collating copies of meeting materials, circulating agendas, etc.
  • Co-ordinating travel research and booking, organising other logistical requirements including visas, transfers, taxis and car hire. Preparing travel itineraries.
  • Processing all Directors’ expense claims and reconcile credit card statements.
  • Some diary management for internal and external meetings and video calls (booking new meetings and amending existing ones).

 

       2. Administrative support to the executive office:

  • Act as the first point of contact for all general enquires via info@clarionevents email account.
    • Maintain a tidy and functioning executive office environment, which includes: ordering refreshment supplies via online shopping, checking on & re-ordering stationery stock, ensuring all items are kept in orderly and presentable fashion.
    • Complete general financial administrative tasks including:
      • Setting up new suppliers.
      • Processing invoices and raise purchase orders from inception to completion.
      • Submitting expense & credit card claims (as mentioned above)
    • Booking and arranging couriers and outgoing post.
    • Covering work when other members of the team are on holiday / sick leave and general assistance with overflow work during busy periods.
    • Assist with ad-hoc projects and tasks.

Skills, Experience and Personal Attributes

  • Previous experience in an administrative role, or office environment is preferred
  • Excellent organisational skills, with good attention to detail.
  • Excellent written and spoken communication skills.
  • Candidates with experience of financial administration will be prioritised.
  • Experienced Outlook calendar user.
  • Proficient user of Microsoft Word, Excel and PowerPoint.
  • Professional and enthusiastic attitude; remaining friendly and respectful at all times.
  • Proactive approach and the ability to work on their own initiative and to work to tight deadlines.
  • Confident, punctual, discrete.

Office Hours are expected to be 08:30 – 5pm but we are open to discuss flexibility with the right candidate.

About Clarion Events

Clarion Events is one of the world’s leading event organisers, producing and delivering innovative and market-leading events since 1947. (https://clarionevents.com/welcome)

Clarion Events embrace diversity and equal opportunities in all that we do. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.

Clarion is private equity backed and owned by Blackstone. Blackstone is one of the world’s leading global investment funds, investing capital for the long term in order to build successful, resilient businesses. (https://www.blackstone.com/) 

Our purpose is to deliver exceptional customer outcomes and experiences, by making every connection count.

Our vision is we want every one of our products to be a market leader in customer satisfaction and delight.

 

To apply, please contact Rachel.Ng@clarionevents.com.

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  • "Broadway Events joined the AEO on the Enterprise Membership. We’ve already taken advantage of the many benefits including the excellent FaceTime Masterclasses and training guides for exhibitors."
    Emma Barrett
    Broadway Events
  • "We are a member of the AEO because it is a proactive association for the events industry. As an organiser it provides us with high value ideas, networking, guidance and information."
    David Harrison
    PPMA Group
  • "This year, the association has led working groups to address industry issues and put on some amazing events full of insightful content for both organisers and, through the AEOs FaceTime initiative, exhibitors. In addition, the AEO has represented the industry at a Governmental level to raise awareness of the importance of events to the UK economy."
    Paul Byrom
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  • "I genuinely believe that if you’re involved in organising events you should become a member of the AEO."
    Simon Kimble
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  • "Our membership of the AEO represents real and tangible value for UBM - it provides fantastic networking opportunities, practical training for our team as well as valuable insight into the state of our industry."
    Simon Parker
    Informa Markets
  • "As an Association business, we appreciate the excellent work the secretariat of the AEO do for our community. From the events side of our business, the AEO provides an excellent return on investment, providing thought leadership, fantastic networking, brilliant awards, excellent research and FaceTime, a valuable tool to tell our markets why exhibitions and events should be an essential part of the marketing mix."
    Neil Felton
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  • "AEO’s networking and member meetings are valuable for individuals at all levels within our organisation. The promotion of our sector to the outside world, to government, authorities and business at large is another vital aspect of the AEO’s purpose for members, many of whom, like my company, work on events throughout the world."
    Stephen Brooks
    Mack Brooks Exhibitions
  • “Knowledge is power and the AEO dinners are certainly powerful, there is always a wealth of knowledge at the table. Insightful presentations make for a constructive and extremely social way to learn from the experts who’ve done it before. I attended the Japanese evening and gained really valuable insight about the culture and how best to communicate with a local audience.”
    John Whitaker
    Vice President Marketing, Data & Digital , dmg events
  • "We have the opportunity to contribute positively to the industry as well as gaining valuable insight and advice. There’s no need to spend valuable time and money reinventing the wheel when you have so many experienced professionals in AEO membership to learn from”
    Emma Cartmell
    CHS Group
  • "JOINING THE AEO HAS BEEN FANTASTIC! Being able to gift our customers with free places at the FaceTime masterclasses, learn alongside industry peers and seek advice to common challenges is invaluable”
    Sharon Azam
    GovNet Communications
  • I just wanted to send my most sincere thanks for everything that you and the AEO team are doing to help navigate the events industry through the pandemic. The working groups and communication from the AEO have been excellent and I’m really appreciative of being part of such a wonderful organisation.
    Simon Burns
    ICHF Events
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    Greg Cherry
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    Dan Assor
    CloserStill Media
  • Just wanted to thank you and Ruth this morning for the Zoom meeting - it was really interesting to hear how things are moving along in the virtual/hybrid meeting/exhibitions. All very new to me, so a lot to digest.
    Maureen Wright
    Optic UK
  • The session this morning was fantastic. We are right in the midst of this and the information was so useful. We can apply it immediately
    Claire Adams
    FESPA
  • The AEO provides an opportunity to make a difference, to work with other companies for the good of the industry as a whole, but beyond that, it provides it’s members with valuable insight and tangible benefits to grow your business, upskill and engage your teams. For those reasons, our membership is in indelible ink on the each annual budget. In short, if you aren’t a member, you are missing out.
    Ed Tranter
    73 Media

 

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