Events and Publishing Administrator

  • Sales
  • in
  • Hammersmith

This is a varied role supporting the event and publishing sales teams as well as marketing, operations and accounts and assisting the Managing Director with administrative duties.

Position: Events and Publishing Administrator
Location: Hammersmith
Reporting to: Sales Director & Publishing Director

This is a varied role supporting the event and publishing sales teams as well as marketing, operations and accounts and assisting the Managing Director with administrative duties.

Specific responsibilities:

  • Oversee the sales confirmation process in Salesforce and ensuring that each order has been correctly confirmed/cancelled/upgraded/downgraded, checking that contracts and Salesforce correspond, amending orders and updating records when necessary to ensure all orders are correctly reported to all aspects of the business including sales, marketing, operations and finance
  • Ensure that Salesforce, floorplans and ledgers correspond with one another for all shows and publishing on a weekly basis
  • Keep online websites and floorplans up to date, including set up and maintenance of online exhibitor lists
  • Entry of orders on Salesforce in the absence of the sales team
  • Creation of all new events/publications, product groups and individual products in Salesforce and keeping them up to date
  • Entry of all new contract and terms and conditions templates into Congra
  • Keep the Sponsorship Inventory up to date 
  • Monitor the weekly sales reports and cumulative totals for publishing using Salesforce reports and dashboards
  • Maintain the magazine circulation for publishing on Salesforce, adding/removing subscribers and making any address changes
  • Ad-hoc administrative tasks requested by team such as non-rebook spreadsheets or advertiser spend comparisons, good knowledge of Excel required for data manipulation
  • Plan and manage event re-book campaigns across the portfolio: creating rate cards, contracts and sales packs for onsite sales team, set up in Salesforce and pre-show email campaigns; this includes reconciling all show data and assisting Systems with data clean up
  • Manage the sales stand at major exhibitions, assisting the sales team with rebooking exhibitors and booking them into other shows, overseeing all onsite event and publishing sales using reports and dashboards to monitor revenue and targets and keeping the sales team updated, answering any inquiries from exhibitors or visitors (international travel required)
  • Assist the Sales Director post show with reporting final re-book figures and assigning rebook orders to Account Managers
  • Create onsite diaries and sales packs for show teams at major exhibitions
  • Keep online websites and floorplans up to date, including set up and maintenance of online exhibitor lists and assisting the Marketing Manager in reconciling printed Show Guides and Floor Plans
  • Assist the Marketing/Systems department with managing n200 exhibitor portal links and VIP code sales before exhibitions
  • Manage table sales for awards ceremony at major exhibitions, create guest lists, communicate guest dietary requirements and supervise entry at the door
  • Assist the Digital Marketing Manager with managing the online banner schedule and liaise with Production to ensure banner artwork is received and administered
  • Raise Purchase Orders in SAP and liaise with Accounts when necessary
  • Arrange all travel for the labels group, including visa organization and ensuring that the company travel policy is adhered to, requesting approval from the CFO when necessary
  • Maintaining the Credit Card admin spreadsheet; which includes all revenue spent on the Credit Cards along with corresponding PO’s and nominal codes
  • Helping Accounts with invoicing for the Labels Group consultants/editors
  • Post magazines on request
  • Put figures together for the board report
  • Field email and telephone enquiries from exhibitors
  • Reception cover during lunchtimes and holidays when required

 Essential experience:

  • Strong experience of working in sales administration
  • Experience of coordinating international travel bookings, visa arrangement and raising Purchase Orders
  • Excellent knowledge of MS Office, specifically MS Excel, MS Word and MS Powerpoint
  • Experience of working with Salesforce

Skills and abilities:

  • Excellent communication skills
  • The ability to juggle a number of projects at the same time and work well under pressure
  • Excellent organization and time management skills
  • Ability to liaise well with customers both on the phone and face to face
  • Team player – ability to deal effectively and confidently with a wide range of people
  • Ability to manipulate data in MS Excel
  • Attention to detail is crucial

In return, we offer a competitive salary and a comprehensive benefits package to include:

  • Performance related bonus scheme
  • Private medical insurance
  • Life assurance (3 times annual salary)
  • Season ticket loan
  • Childcare benefit scheme
  • Ride to work scheme
  • Stakeholder pension scheme and auto-enrolment pension scheme

This job description is a guideline only and is not intended to imply any strict limitation as to the duties required by the role.

Interested? Contact Us