Heilbronn Events Administrator

The role

Based in the Heilbronn Institute of Mathematics, the Events Administrator will be required to take a leading role in organising international conferences, the distinguished lecture series, internal and external conferences and large workshops. Supporting the Heilbronn Events Officer and Administrative Assistant in the organisation of the Institute’s seminars, small workshops, career development events, meetings and colloquia. The role holder will have excellent administrative IT skills and flexibility to work across a number of interfaces and event platforms and will be responsible for a number of conference email accounts and for updating event websites, using a range of media to target audiences and collect data.

What will you be doing?

• Analysis, Reporting and Documentation: Work with the event organisers in the development and maintenance of a delegate database and provide and publish website content.
• Customer Services & Support: You will act as the first point of contact for all conference registrants. Support to Committee including drafting and circulating agendas, collating and disseminating papers, minute taking. Make or advise on travel and other arrangements for invited speakers and session Chairpersons, as required, assisting in any issues, such as visa requirements. Staff the registration desk and supervise support staff assisting in the event management. You will have oversight of all aspects of the conference/workshop/event.
• Planning & Organising: Provide full executive support to various organisers; arranging meetings; forward planning in respect of meetings, documents and correspondence; and dissemination of relevant information in a timely manner. Forward planning for the conference will require a range of skills in event management such as liaising with venues, caterers, speakers, delegates, sponsors and media contacts; maintaining financial records and managing a payment system for registrations; monitoring budgets; design and implementation of publicity materials and conference paperwork; and provision of support throughout.
• Liaison: For conference and gala dinner venues, liaison with venue managers over issues such as access, safety, delegate issues, trade stands and room layouts, anticipating and resolving issues.
• Decision Making: Act as the first point of contact for internal and external contacts at all levels.
• Problem Solving: Identify and solve problems. Take ownership and seek to find solutions. Flag pressing issues to the relevant person and assist in their resolution.

You should apply if

You have:

• Proven office and administrative experience gained through working in busy and demanding environments.
• Event management experience, including taking sole responsibility for large events.
• Written and verbal communication skills and interpersonal skills.
• Strong customer service skills and experience being responsive to customer needs, and commitment to service quality.
• Excellent working knowledge of Microsoft Office suite of applications, email, web and general office systems.
• Ability to work under pressure; to produce accurate work to deadlines, with excellent attention to detail.

Additional information

Contract type: open-ended with fixed-term funding until 30th Sept 2029

Work pattern: Full-time – Monday to Friday – (9.00-17.00)

Hybrid working available. Minimum of 4 days expected on campus

This advert will close at 23:59 UK time on Sunday 13th September 2026

Interviews are expected to take place w/c 21st September 2026

For informal queries please contact: Louisa Bartoszewicz, Heilbronn Events Officer via email: [email protected]

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