The British Academy – the UK’s national body for the humanities and social sciences - is seeking an Events Assistant to join our Communications Department, providing key support in the planning and delivery of the year-round programme of public, academic and specialist audience events.

You can find out more about the British Academy here, including our Equality, Diversity, and Inclusion Statement.

ROLE PURPOSE / OVERVIEW

The Events Assistant supports members of the Events Team to deliver a large and varied programme of events, including: public events (debates, discussions, festivals, performances, lates), academic events (lectures, conferences, prizes & medals ceremonies), and our annual Summer Showcase, our yearly free festival of ideas.  

You will work directly with the Events Producers and Events Managers to support events delivered at our historic home in London, at partner venues across the UK, and online.

The Events Team ensures that all events are delivered to a high standard, reflecting the Academy in a positive light and ensuring that we are open and inclusive. This is a great opportunity to develop your skills in events delivery given the range of formats, topics, speakers the programme covers.

You will be someone who is excited to work on a dynamic range of events which share the latest research and bring in new audiences.  

You will be joining the Academy at an exciting time in our history as we seek to transform our home in Carlton House Terrace to offer a new programme of activity to public, policy and academic audiences.

At the centre of this will be a new space in our basement which will be custom built to provide an excellent experience for event attendees as well as the capability to reach digital audiences.

OFFICE LOCATION - 10-11 Carlton House Terrace, St James Park, London, SW1Y 5AH

KEY RESPONSIBILITIES

Dealing with queries and maintaining records

• Work with the Events Producers to monitor inboxes and reply or escalate queries, acting as the first line of contact.

• Issue and log invitations to events and maintain guest lists, including on the Academy’s contact database.

• Support the British Academy Book Prize and other prizes and medals, such as collating submissions for juries.

• Support the Events and Marketing teams by identifying relevant university faculties and interest groups to promote and market events to.

Supporting the planning of events

• Work with the Events Producers to support with the planning, scheduling and logistics of event delivery, including:

• Adding events to team calendars and forward planning grids.

• Booking venues, refreshments, travel and accommodation.

• Preparing and printing handouts, holding slides, event badges and other assets.

• Attending relevant Committee meetings when required

Assisting with events delivery

• Work with the Events Producers and Managers to provide support on the day at events including:

• Assisting with event set-up and registration.

• Facilitating questions from the audience.

• Undertaking tasks required to ensure that events are delivered to a high standard.

• Attend and support events in London and across the UK, when required.

Supporting the development of the events programme

• Work with the Events Producers and Managers to conduct desk research as directed.

• Support the evaluation of events; circulating surveys, collating responses.

• Work with Head of Events and Events Managers to contribute the Academy’s Equality, Diversity and Inclusion strategy, supporting the events team to ensure events are accessible and inclusive.

KEY STAKEHOLDERS

Internal

• Events Team

• Other staff members in communications such as marketing/digital and comms

• Members of Committees/Juries

• Members of other teams such as IT, Venue Sales

External

• Service providers such as hotels, travel companies

• Partner organisations

ROLE REQUIREMENTS

WORKING RELATIONSHIPS

Works and communicates effectively

• Demonstrates a positive attitude towards helping others by providing appropriate support, using initiative and not waiting to be asked

• Adopts a communication style appropriate to the situation and the audience, understanding that communication is two-way

• Handles difficult situations with sensitivity & respect

• Communicates effectively with staff across departments

• Promotes a positive impression of the Academy both internally and externally

KNOWLEDGE AND SKILLS

Demonstrates and develops appropriate knowledge and skills.

• Has knowledge and some experience in delivering in-person events

• Thinks about the needs of the audience and ensures they are met wherever possible

• Is able to communicate clearly, concisely and effectively, including via email

• Is receptive to new ideas and change, adapting own ways of working as appropriate

• Seeks and uses opportunities to learn and develop, and is quick in picking up new tasks

• Makes suggestions for improving the way things are done.

• Has high level of proficiency in core Office packages

• Knows how to use databases and keep records up to date effectively

PROACTIVITY AND PLANNING

Manages time and resources effectively in order to achieve own and organisational objectives

• Prioritises tasks to meet deadlines

• Keeps relevant colleagues informed and seeks input

• Monitors progress effectively and adapts plans where possible

PROBLEM SOLVING AND DECISION MAKING

Has rational and methodical approach and demonstrates resilience.

• Has a pro-active, can do, attitude, taking personal responsibility for correcting problems or resolving issues

• Focuses on solutions and manages pressure

• Anticipates obstacles and thinks ahead

• Copes with the unexpected

• Handles difficult situations calmly, with sensitivity and respect.

• Takes a flexible approach to their work, happy to take on different responsibilities in the interests of the Academy

OTHER REQUIREMENTS

This post requires regular attendance at in-person events which entail working outside normal working hours, particularly evenings and possibly weekends, as well as delivering and attending events held outside London.

BRITISH ACADEMY WORKPLACE VALUES

The Academy’s workplace values and supporting text are set out below. We share these core values with each other. They guide how we work together and with others. We demonstrate them through our behaviours.

COLLABORATION- We consistently work together to a common purpose, supporting each other, communicating openly and sharing knowledge. We are flexible and adaptable, receiving feedback constructively.

CREATIVITY - We bring imagination and curiosity to our work, valuing learning, diverse thinking, and innovation. We are open-minded, receptive, and responsive, taking account of alternative perspectives.

EMPATHY-We are understanding, sensitive, compassionate, and considerate, mindful of our own wellbeing alongside that of others.

EXCELLENCE - We always do our best, without striving to be perfect, applying our expertise and experience to develop and grow.

INTEGRITY - We are open and honest with each other, accepting personal responsibility and demonstrating loyalty. We are reliable and dependable, having belief that we will be transparent and clear.

RESILIENCE - We are confident, bold, and tenacious, knowing when to listen as well as when to speak up. We respond positively to challenges and overcome problems.

RESPECT - We are inclusive in our regard for each other, showing courtesy and appreciation. We treat people fairly and equally, welcoming everyone’s contribution and difference.