The Events Assistant will support the Events Team in delivering the smooth running and operation of the Aga Khan Centre facilities and events.

In this context, they will manage the daily room set ups, servicing, cleaning and management of meeting rooms and Board Rooms for a range of events.

This role requires a high amount of multi-tasking, taking on board all physical elements of meetings and events, from room set, hospitality and de-rigging post event.

The role requires the ability to work flexibly in terms of working hours including late hours and Saturdays and Sundays if required to support and accommodate events.


KEY RESPONSIBILITIES

Events & Meetings
Ensure rooms are set up for all meetings and events for internal and external users.
Communicate with the relevant teams to complete the room layouts required for an event.
Organise snacks and drinks for meetings and events, including tea, coffee and setting up lunches or any other type of catering required.
Liaise with event suppliers (catering, AV, entertainment, florist Etc.) on behalf of the event organiser and sourcing the most suitable option according to the event and the organiser's budget.
Administration duties relating to event signage, labelling, place cards, menus etc
Manage the clearing, turn around and de-rigging of rooms as required.
Customer Care
Monitor and maintain the Events email inbox ensuring all emails are responded to in a timely fashion.
Ensure each internal and external organiser is AV trained.
Establish a working relationship with the events leads from the institutions based at AKC.
Ensure all queries and requests are dealt with promptly in an approachable and friendly manner.

IT and AV Systems
Liaise with the AKC IT team to ensure the AV in all rooms is set to the standard required for each meeting or event.
Test and check all AV equipment for functionality before each event and reporting any defects to the AKC IT team.
Learn how the AV system works and troubleshoot simple issues during supported meetings and events.

Hospitality
Maintain an updated list of suitable catering suppliers for the events in AKC.
Liaise with catering suppliers to ensure we have their latest information.
Ensure the room booking system is updated with accurate information on hospitality and resources.
Update function sheets with any food and beverage requirements and ensure they are met in a timely manner by utilising the appropriate suppliers.
Work closely with the volunteer service team who provide hospitality support for events at AKC.
General
Update the room layout portfolio to be able to show to internal and external clients.
Be responsible for the dry goods stock related to events and ensure the stock is replenished in advance.
Oversee the cleaning team to ensure the inventory for the kitchens and pantries is fully stocked.
Ensure the cleaning contractors maintain clean board rooms and meeting rooms as well as kitchens and equipment.
Carry out cleanliness checks and walk rounds, ensuring the areas of responsibility are clean and room stocks are replenished as necessary.
Work with the Events Operations Manager to monitor health and safety, sanitation, and food hygiene standards.
Report any building defects to the AKC buildings management team and ensure the same are rectified ensuring no loss of room use.
Work closely with the Events Operations Manager, Reception, Security, Buildings Management Team, and users to provide a seamless and positive experience.
Deputise for the Senior Events Assistant and Events Operations Manager in their absence.
Carry out any other reasonable duties as assigned by the Events Operations Manager

The requirements

Must have the right to work in the UK

QUALIFICATIONS, KNOWLEDGE, SKILLS AND EXPERIENCE

Knowledge and Qualifications
Experience of working in a similar role within a meetings and events environment.
Experience in Zoom and Microsoft Teams and other remote participation systems.
Knowledge of Microsoft applications including Word and Excel
Knowledgeable of different types of cuisine.
Skills
Excellent customer service and interpersonal skills.
Organised and capable of multi-tasking with excellent attention to detail.
Capable of communicating in a professional manner.
Ability to problem solve.

Personal Attributes
Friendly and professional manner.
Ability to work calmly in high pressure situations.
Ability to work flexibly in terms of working hours including late hours and Saturdays and Sundays if required to support events.
Demonstrate integrity with high personal and organizational ethical standards; is fair, honest, reliable and trustworthy with respect for confidentiality; inspires and builds trust.
Respectful of diversity; sensitive towards others; open and understanding towards other people's cultures, values, autonomy, and faiths; demonstrates compassion and empathy; is courteous to other with respect to their background, religion, gender, and age.
Committed to acting ethically and upholding safeguarding standards towards all staff, volunteers, and beneficiaries of the organisation.

Due to the high-profile customer face of this role, the Events Assistant should observe a smart-casual dress code.


SectorSocial Development
About the Agency

The Aga Khan Foundation is a leading global development organisation working to tackle the root causes of poverty. For more than 50 years, we have helped create strong community institutions that support sustainable, locally driven initiatives to improve the lives of millions of people. By combining local knowledge with global best practices, we strive to bring about transformative and long-lasting improvements to quality of life.

Working alongside the agencies of the Aga Khan Development Network and through partnerships with local communities, civil society and business as well as governments and international aid agencies, we are building a future where we all thrive together.