OmVed Gardens is seeking a proactive and highly organised individual to join our team as an Administrative and Events Coordinator. This role is pivotal in ensuring smooth operations and effective coordination of events while also handling administrative tasks crucial for maintaining our online presence and communication channels. This role is dynamic, and flexibility is critical for working at OmVed. This role is largely self-managed while you will work closely with and report to the Manager of Events.
Commitment & type of work: 2 hours daily on Admin | All-day events as and when needed. Hybrid (Admin can be done from home | Site visits and events on-ground at OmVed Gardens)
Reporting to: Manager of Events
Type contract: Freelance contract
Pay Rate: £18/h
Application deadline: 17th March
Interviews starting: 1st week of April
Expected commencement: As soon as possible (but can be flexible depending on the candidate)
Responsibilities:
Email Correspondence: Respond to email inquiries promptly and professionally, providing relevant information and assistance to potential clients, attendees, vendors, and partners.
Event Listings Maintenance: Regularly upload and update event listings on our website and ticketing platform, ensuring coherence throughout, including event descriptions, schedules, pricing, and any other pertinent details.
Database Development: Take ownership of enhancing our current directory/database of key contacts and radar organisations within the sustainability, wellness, and event industries. This includes researching and identifying relevant contacts, updating existing entries with accurate information, and expanding the database to include new potential collaborators, partners, and suppliers.
Supplier Communication: Contact event suppliers and vendors to coordinate logistics, negotiate contracts, and secure necessary arrangements for upcoming events.
Invoicing and Financial Documentation: Assist in the processing and filing of invoices, purchase orders, and financial documentation related to events, ensuring accuracy and completeness.
Event Support: Provide on-site hosting/support during events as needed, including site preparation, setup, registration, liaising with vendors, attendee assistance, and cleanup activities etc.
Calendar Management: Maintain an organised events calendar, keeping track of upcoming activities, deadlines, and important dates.
Social Media and Marketing Support: Collaborate with the marketing team to promote events on social media platforms and other relevant channels, ensuring consistent messaging and visibility.
General Administrative Tasks: Assist with various administrative duties including but not limited to data entry, filing, photocopying, organising office supplies, managing Google Drive, organisation calendar, timekeeping and taking minutes at team meetings.
Qualifications & Skills:
Previous experience in administrative support or event coordination is preferred.
Strong communication skills, both written and verbal, online and in person. Able to speak in public effectively is a bonus
Exceptional organisational abilities and attention to detail.
Proficiency in Microsoft Office/Google Suite and familiarity with event management software/tools (e.g., Ticket Tailor).
Ability to multitask and prioritise tasks effectively.
A proactive and self-motivated approach to work, with a willingness to learn and adapt.
Passion for sustainability, wellness, and community engagement.
Ability to handle a dynamic role and respond to curveballs with ease
Technical knowledge of AV set-up is ideal
Benefits:
Opportunity for growth and development within a dynamic and innovative organisation.
Access to OmVed Gardens events and workshops.
A supportive and collaborative work environment dedicated to personal and professional well-being.
How to Apply:
Interested candidates should submit their resume and a cover letter outlining their relevant experience and why they are interested in joining OmVed Gardens to events@omvedgardens.com with the subject line: ‘Application: Admin & Events Coordinator’
Deadlines
Application deadline: 17th March
Interviews starting: 1st week of April
