Administration Assistant – ADM0002

A MacCulloch Associates ‘AMA’ is an international conference and exhibitions agency. We are small but perfectly formed, providing event services to larger organisations mostly in IT and pharmaceutical industries.

Personal Qualities:
We seek a committed, driven, professional person who is able to juggle a wide variety of tasks without losing sight of the priorities that this varied role demands. Able to work autonomously and as part of a team, you will be a cheerful, willing individual, understanding the company’s goals and taking part in the development of them.
You will be prepared to travel to assist with meetings and events across the UK, Europe and occasionally internationally.

Good knowledge of English and Numeracy, we suggest GCSE (or equivalent) to grade A or B and a keen eye for detail in presentation of work.

Starting salary:
£12,500 pa (subject to annual review)

Hours:
Monday to Friday, 0900-1730hrs (Total 37.5hrs per week), but will sometimes be required to work additional hours

Qualifications:
Must be educated to at least A-level standard and be able to prove good working knowledge of IT including Microsoft Office packages (Word, Excel, PowerPoint)

The Role

  • Answering/making telephone calls (switchboard), taking messages where necessary and ensuring they are passed on to relevant staff members in a timely fashion
  • Ensuring all supplier invoices are paid within deadlines imposed by their terms of business and printing, posting and filing AMA invoices
  • Book keeper and accountant liaison, including reminders re VAT, PAYE etc
  • Responsible for allocation of invoice numbers and job numbers and maintaining accurate and up-to-date log of these numbers as allocated
  • Keeping log of timesheets – to be completed and submitted each week
  • Keeping log of holidays for all staff members
  • Maintenance of job sheets and creation and maintenance of a Job File for each project
  • Director’s expenses
  • Director’s travel arrangements and diary support
  • In support of Project Managers as required
  • Venue finding and research in support of proposal writing, and other research for suppliers that may be required from time-to-time
  • Handling checklists of items required for meetings, booking couriers managing us out of the door and unpacking back in
  • Set up teleconference calls
  • Management of Speakers
  • Organisation of travel
  • Accommodation support including generation of rooming lists for instance
  • Telesales, telemarketing, project telephone support
  • Direct mail and Email marketing support. Other marketing support may be required
  • Online registration system support

This role is the second of two similar roles to be appointed ASAP. This role can be a pre-cursor to an Event Trainee Project Manager role.