Events Assistant

Pembroke College is a vibrant and forward-thinking academic institution at the heart of Oxford. Our Events Office plays a crucial role in the life of the College, coordinating a diverse calendar of internal and external events. From student meetings and formal dinners to high-profile lectures and residential conferences, the team ensures every event is delivered to the highest standards and in the most sustainable manner possible.

We are seeking an Events Assistant to join our close-knit team and help facilitate a wide variety of events, working closely with students, staff, the Fellowship, and external clients.

The role is permanent, full-time (37 hours per week), with some flexibility required, including occasional evening and weekend work. Time off in lieu will be given for additional hours.

Role Responsibilities includes:

• Event Coordination: Assist in planning and delivering meetings, events, and conferences, ensuring smooth execution.
• Client & Student Support: Respond to booking enquiries, liaise with internal and external clients, and ensure all event requirements are met.
• Administrative Duties: Maintain event records, prepare booking forms, invoices, and event schedules, and update the event management system (Kinetics).
• Event Setup & Logistics: Ensure event spaces are prepared, including arranging seating, AV equipment, and printed materials.
• Operational Collaboration: Work closely with the Catering and AV teams to ensure seamless service and event success.
• Health & Safety Compliance: Support adherence to college policies, including risk assessments and health & safety regulations.

Applicants are asked to include a covering letter when submitting their CV.

Benefits include a generous holiday allowance, university pension scheme, free meals on duty, a travel pass and cycle scheme, and access to the Employee Assistance Programme.