Event Assistant at PWAN Stars

Key accountabilities

• Provide support and assistance to the Events Manager in all operational administration relevant to the timely delivery of PWAN events.
• Respond to enquiries either by phone, in person or by email ensuring an accurate and timely response or, where appropriate, referral to the appropriate person for resolution.  
• Contribute to event operational and project plans including budgets, schedules, resource requirements and stakeholder consultation to ensure the delivery of effective events that meet budget within set time frames. Work productively with external suppliers, partners, and colleagues to establish and manage relationships, negotiate and secure quotations within budget and timeframes, and seek externally sourced services to deliver streamlined events.
• Effectively manage speakers, including the timely drafting of correspondence, the coordination of speaker transport and accommodation, and the compilation of speaker presentations.
• Identify and manage operational support and logistical requirements including floor plans and layouts, cost recovery; and liaise with facility operators and key stakeholders to manage event requirements during the event.  
• Provide operational support to third-party, large-scale event organisations/venues, negotiate hire fees, agreements and conditions of hire, liaison with and management of venue staff including issue resolution.  Key challenges
• Manage a range of events and related activities concurrently, with varying timelines and workloads, in a demanding, high-volume work environment, while achieving project deadlines and milestones. Activities include speaker management, correspondence, setting up spreadsheets, tracking presentations, budget quotes, coordinate PowerPoint presentations, meeting minutes, and on-ground event coordination.