Events & Content Assistant, The Whitehall & Industry Group
WIG is an independent, not-for-profit corporate membership organisation. We believe that solutions to global, national and organisational challenges are inspired by bringing people together from across the sectors. Our philosophy is underpinned by our values: Creative, Open-minded and Trusted.
WIG’s cross-sector membership consists of approximately 225 organisations – top FTSE and professional services companies, central government departments and agencies, local authorities, some wider public sector bodies, universities and not-for-profit organisations.
Reporting to one of our Event & Content Managers, the role is a unique opportunity to provide administrative support across a diverse portfolio. The programme features senior speakers across 7 key themes: Brexit & International, Society, Technology & Digital, Infrastructure, Economic Growth & Prosperity, Environment & Climate Change and People.
WIG typically delivers around 140 events a year, tackling issues of importance to business, government and the not-for-profit sector. Our briefings, workshops, roundtables and conferences attract over 7,000 delegates annually. Delegates are able to explore and share best practice with those from other sectors and hear from and debate with first-class speakers.
WIG’s new 3-year strategy, beginning April 2020, has at its centre a commitment to delivering increased member value through digital content. This has accelerated rapidly during the lockdown period, with the Events & Content team producing over 50 webinars to date. Moving forward, we intend to take a hybrid approach, resuming face-to-face events when safely possible to do so, in line with government guidance.
Our events and content programme includes:
• Briefings from Permanent Secretaries, other senior Civil Servants and their equivalents across the private and not-for-profit sectors;
• Policy briefings, panels and webinars on topical themes;
• Consultation-style workshops on particular policy areas;
• Briefings with an international focus from Ambassadors, senior journalists and experts;
• Peer-to-peer networks and roundtable discussions, both in person and virtual;
• Workshops and briefings to enable the sharing of best practice across the sectors;
• Income-generating events: workshops offering insight into the workings of the civil service and our flagship Diversity & Inclusion conference;
• High-profile networking events: the Annual Interview and Women’s Networking Dinners;
• Written reports and resources.
Most of the events are free to those within our member organisations. When face-to-face, these are hosted by our members. The majority take place in central London, although there are a growing number of events held across the UK.
The Events & Content team currently consists of the Head of Events & Content, two Event & Content Managers, two Senior Event & Content Executives, one Events & Content Executive and one Events & Content Assistant.
This is an ideal position for someone seeking their first permanent role. There will be opportunity to progress for the right candidate thereafter, should they wish to join WIG on a permanent basis.
The successful candidate will provide administrative support across the following areas:
• Preparation of event materials (delegate packs, marketing materials, managing couriers, printing badges);
• Helping with logistics on the day of the event to ensure its smooth running;
• Assisting in event follow-up including collation of feedback forms;
• Ordering and maintaining stocks of event marketing materials, including updating budget spreadsheets;
• Event attendance involving evening, early morning and some events outside London, which may occasionally require travel and overnight stays.
Digital content logistics
• Responding to member queries during webinars and offering technical assistance in real-time;
• Editing webinar recordings;
• Managing the digital resource library on WIG’s website;
• Proofing online resources.
Please note training will be provided for all applications and programs used in role.
Customer Relationship Management (CRM) and website administration
• General support on the CRM including updating and maintaining CRM records to ensure they are as accurate as possible;
• Helping to update the website with relevant events content when required.
Customer service and general administration
• Assisting in dealing with and responding to delegates’ queries regarding events and logging responses to event invitations via phone and email;
• Working across the organisation (particularly Marketing) in coordinating event collateral and digital content;
• Ensuring continuous improvement of process, logistics and user experience.
Person Specification and Values & Behaviours
• Strong organisational skills and ability to prioritise with high attention to detail;
• Ability to work to strict deadlines under pressure and to provide administrative support for a number of different events simultaneously;
• Excellent interpersonal, verbal and written communication skills;
• Must be confident and friendly;
• Professional approach to working with senior internal and external stakeholders;
• Ability to work autonomously and as part of a team;
• Good IT Skills (Word, PowerPoint and Excel); please note training will be provided in role for all applications and programs used;
• A strong interest in government, business and the not-for-profit sector, their interaction and the value of cross-sector learning;
• Desire to get involved in wider WIG projects and activities;
• Willingness to work some additional hours, including attending early morning and evening events, and travel to events outside London.
Values and Behaviours
• Embodiment of WIG Values internally and externally – Creative, Open-minded, Trusted;
• Flexibility – need for an ‘all hands to the pump’ attitude when the organisation is particularly busy.
You will have the opportunity for personal development. WIG invests in the training of its staff, and all are expected to show commitment to personal learning and professional development.
Terms of Employment, Benefits and How to apply
The position is available either permanently or on a 12-month fixed term contract. We are seeking candidates able to work on a full-time basis. The successful candidate will be based at our recently refurbished office near St James’s Park. You will be required to attend events which will take you outside your core hours in the mornings and some evenings. We do offer a discretionary ‘leave early’ option on the days where working outside core hours is necessary.
All WIG employees have been working remotely during the COVID-19 ‘lockdown’ period. Remote working will continue until Tuesday 1 September 2020, followed by a phased return to our Westminster office and central London event locations, when it is safe to do so, in line with government guidelines. You will be provided with any equipment needed to perform your role remotely during this time.
An annual salary of £21,315 will be payable. A suite of benefits is available to WIG employees, including an interest-free annual season ticket loan, 5% pension contribution, a BUPA ‘Classic’ health check every two years, employee support programme and complimentary fresh fruit and vegetables in the office.
Holiday entitlement for full-time employees is 25 working days per year. Staff who have completed two years’ service are entitled to 27 working days per year. Part-time staff working fewer than five days per week will have their entitlement assessed on a pro rata basis.
In addition to the above entitlement, staff receive extra leave over Christmas when the office is closed.
WIG is keen to ensure that we appoint someone with the right skills, experience and commitment and is always willing to consider flexible working arrangements for the right candidate.
How to apply
• Please submit an Application Form and Equalities Monitoring Form (both downloadable below) via the ‘Apply Now’ button at the top of this page;WIG Events & Content Assistant Job Description - July 2020
• Please note that we are not seeking CVs at this stage of the process. Should you be shortlisted for interview, you will be asked to submit a CV;
• If you have any questions about this opportunity, or would value a confidential discussion, please contact Patrick Reihill, Head of Talent on 020 7222 1166 or [email protected].
• The deadline for applications is midday, Friday 10 July 2020.
• Shortlisted candidates will be asked to complete an online task during the week commencing Monday 13 July 2020.
• Interviews for shortlisted candidates will be held virtually week commencing Monday 20 July 2020.