Events Assistant
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Summary
Reports to: Venue and Events Manager
Department: Events
Salary: £29,000 per annum
Start date: ASAP
Contract type: Full time, permanent, 37.5 hrs minimum per week. Overtime will be paid if the role holder is required to work outside these hours.
About RUSI
The Royal United Services Institute (RUSI) is the UK’s leading defence and security think tank. Its mission is to inform, influence and enhance public debate on a safer and more stable world. RUSI is a research-led institute, producing independent, practical and innovative analysis to address today’s complex challenges.
Main purpose of the role
The purpose of this role is to act as administration support to the Venue Operations and Events Director and the wider Events team.
Keys Tasks
- Oversee the end-to-end management of events on our online event management platform, from managing web copy and images for event promotion pages through to setting up tickets, managing and monitoring bookings, reviewing room capacities and checking delegate attendance is correctly logged.
- Ensure the master spreadsheet is kept up to date with all new events so the Venue Ops and Events Director can allocate new events to the Event Managers.
- Monitor event registration numbers and alert the Event Manager if the event has sold out or is not receiving many bookings.
- Monitor the completion of event information on the Elite booking system so the Venue and Events Manager can export and circulate the information for the weekly planning meeting.
- Process invoices so they are allocated to the correct event on Elite and then sent to Accounts
- Liaise with the Multimedia Manager regarding holding slides, presentations, videos and the recording of events.
The above list of duties is not exhaustive; the post holder will be required to undertake such duties that may reasonably be expected within the scope and grade of the role.
Our expectations
We expect all staff to abide by and promote our RUSI’s Vision and Values https://www.rusi.org/about/our-purpose/mission-and-values and Equal Opportunities Statement.
Person Specification
Essential skills and experience
- Proficient in Outlook, Excel, Word, PowerPoint and Zoom.
- Previous experience of using an events management platform, customer relationship management platform (CRM) and website content management system (CMS)
- Degree level qualifications in Events or Hospitality or equivalent experience as an Events Assistant.
- Excellent communication skills and attention to detail
- Highly organised and proven experience of working under time pressures.
Desirable skills
- Experience of working in the not-for-profit sector organisation
Benefits
- 25 days annual leave (rising with service).
- Additional days off during Christmas - RUSI Christmas closure days.
- Generous pension contributions at 6% employer contribution.
Equal Opportunity and Values
At RUSI you will be appreciated and valued. Our stakeholders, transactions, and projects are international and diverse, so we work hard to create inclusive teams that support our efforts and each other. We are committed in promoting equality and diversity in our workforce and employment practices and take reasonable steps not to unfairly discriminate in any way in our recruitment practices. We therefore encourage you to apply regardless of your socio-economic background, ethnicity, sexual preference, gender, or physical disability.
Application Process
To apply, please click on the apply button and follow the instructions. You will be asked to include: Your CV and a cover letter of no more than one page.
Closing date: 24th April 2026. Applications will be reviewed on a rolling basis, and the closing date brought forward if needed. Early application is encouraged.