Events & Conference Assistant - Communications
This is a full-time, permanent position on the Crick Terms and Conditions of Employment. Working days are Monday to Friday, with the requirement to work late evenings or weekends to cover events. Any additional hours or weekend days worked will be agreed in advance and time booked off in lieu as compensation.
The Crick is Europe’s single largest biomedical research institute. We’re committed to advancing, promoting, and sharing understanding of human health and disease.
Scientific discourse is central to this, and we host a busy programme of scientific symposia and events in our purpose built event spaces: a state-of-the-art auditorium that seats 450 or can be divided into two 225-person spaces; a seminar suite; a public exhibition area; and a restaurant/café.
This is an ideal opportunity to work in event planning and delivery in a world-class scientific research institute.
The successful candidate will be a good communicator, highly organised and enjoy working on a busy programme of scientific events with a variety of stakeholders.
Based in our purpose-built research centre in central London you will be part of a small team headed by the Events and Conference Manager and will be managed on a day to day basis by the Events and Conference Officer. The Crick Events team is part of the Communications team, which is responsible for a range of activities, including media relations, digital communications, internal communications and stakeholder engagement.
You will assist in the planning and delivery of a wide variety of events (both in person and online), including scientific symposia, VIP lectures, receptions, all-staff events, and events organised by our founding partners, as well as business-as-usual activities and tours of the building.
You will work closely with colleagues from across the institute, in particular those from the Catering, Facilities, Finance, Front of House, and Public Engagement teams, as well as our scientific researchers.
You will need to combine excellent administrative, organisational and IT skills with good communication skills in order to help deliver first-class events.
These include but are not limited to:
- Book space using the Condeco booking system and ensure all event details are accurately entered onto the system.
- Maintain events logistics calendar to share with key teams (as above)
- Create events using the Eventbrite platform.
- Create event listings on CrickNet (the Crick intranet) and the main website.
- Design and distribute event posters and other print and promotional materials.
- Using the Zoom webinar and meetings platform assist internal colleagues and external organisations with virtual and hybrid meeting support throughout the event process and during the event itself.
- Create and update digital poster galleries using online platforms.
- Assist with pre-event planning, including all logistical arrangements and AV.
- Supply detailed catering quotes and costs.
- Under the guidance of the Events and Conference Officer prepare draft venue hire contracts.
- Provide on-the-day event support, including badge production, event signage and registration as required.
- Assist with post-event administration, working with Events and Conference Officer to ensure all charges are accurately processed and invoiced.
- Enquiry management-respond via email and phone to enquiries from staff, founding partners and external organisations about using space for events.
- Contribute to the wider work of the Communications team as required.
- Help with larger Public Engagement events such as the annual Discovery Day event
- Help with Crick visitor tours after training.
- Undertake other duties as required in support of, or delegated by the Events and Conference Officer and Events and Conference Manager.
Key experience and competencies
The successful candidate will embody and demonstrate our core Crick values: Bold, Imaginative, Open, Dynamic and Collegial, in addition to the following:
- Educated to A level or equivalent.
- Good oral and written skills, with excellent written accuracy.
- Good administrative skills.
- Good interpersonal skills and the ability to work with a wide range of people
- Highly organised, with the ability to prioritise in the face of competing demands and work to tight deadlines.
- Flexible approach to work in order to provide event support outside standard business hours.
- Conscientious about day-to-day routine delivery, with first-class attention to detail.
- Excellent IT skills, particularly MS Office.
- A ‘can-do’ attitude and a high level of initiative and energy.
- Event management skills and experience.
- Experience in online event delivery
- Familiarity with Eventbrite
- Knowledge of Adobe InDesign
- Some experience of website content management
The Francis Crick Institute is a biomedical discovery institute dedicated to understanding the fundamental biology underlying health and disease. Its work is helping to understand why disease develops and to translate discoveries into new ways to prevent, diagnose and treat illnesses such as cancer, heart disease, stroke, infections, and neurodegenerative diseases.
An independent organisation, its founding partners are the Medical Research Council (MRC), Cancer Research UK, Wellcome, UCL (University College London), Imperial College London and King’s College London.
The Crick was formed in 2015, and in 2016, it moved into a brand new state-of-the-art building in central London, which brings together 1500 scientists and support staff working collaboratively across disciplines, making it the biggest biomedical research facility under one roof in Europe.
Please note: all offers of employment are subject to successful screening and continuous eligibility to work in the United Kingdom
Equality, Diversity & Inclusion
We welcome applications from all backgrounds. We are committed to providing equal employment opportunities, regardless of ethnicity, nationality, gender, sexual orientation, gender identity, religion, pregnancy, age, disability, or civil partnership, marital or family status. We particularly welcome applications from people who are Minority Ethnic as they are currently underrepresented in the Crick at this level.
Diversity is essential to excellence in scientific endeavour. It increases breadth and perspective, leading to more innovation and creativity. We want the Crick to be a place where everyone feels valued and where diversity is celebrated and seen as part of the foundation for our Institute’s success.
The Crick is committed to creating equality of opportunity and promoting diversity and inclusivity. We all share in the responsibility to actively promote dignity, respect, inclusivity and equal treatment and it is our aim to ensure that these principles are reflected and implemented in all strategies, policies and practices.
Read more on our website: https://www.crick.ac.uk/careers-and-study/life-at-the-crick/equality-diversity-and-inclusion