Events Assistant

Job description

Contract typeFull time, permanent, 37.5 hrs minimum per week. Overtime will be paid if the role holder is required to work outside these hours.

About RUSIThe Royal United Services Institute (RUSI) is the UK's leading defence and security think tank. Its mission is to inform, influence and enhance public debate on a safer and more stable world. RUSI is a research‐led institute, producing independent, practical and innovative analysis to address today's complex challenges.

Main purpose of the roleThe purpose of this role is to act as administration support to the Venue Operations and Events Director and the wider Events team.

Key Tasks

Oversee the end-to-end management of events on our online event management platform, from managing web copy and images for event promotion pages through to setting up tickets, managing and monitoring bookings, reviewing room capacities and checking delegate attendance is correctly logged.

Ensure the master spreadsheet is kept up to date with all new events so the Venue Ops and Events Director can allocate new events to the Event Managers.

Monitor event registration numbers and alert the Event Manager if the event has sold out or is not receiving many bookings.

Monitor the completion of event information on the Elite booking system so the Venue and Events Manager can export and circulate the information for the weekly planning meeting.

Process invoices so they are allocated to the correct event on Elite and then sent to Accounts.

Liaise with the Multimedia Manager regarding holding slides, presentations, videos and the recording of events.

Attend the weekly Function Sheet meetings and brief the Ops team on the requirements for the event.

Oversee the Events and Reception email inboxes, ensure event invitations are sent to RUSI staff, send out event reminders and follow‐up emails to delegates using our CRM and email platform and ensure volunteers are contacted regarding mic duty for events and conferences.

Monitor and ensure stock levels for menu card, tent cards and name cards etc are maintained.

Support the rest of the team with event registration and management of events on the day.

The above list of duties is not exhaustive; the post holder will be required to undertake such duties that may reasonably be expected within the scope and grade of the role.

We expect all staff to abide by and promote our RUSI's Vision and Values https://www.rusi.org/about/our-purpose/mission-and-values and Equal Opportunities Statement.

Person SpecificationEssential skills and experience

Proficient in Outlook, Excel, Word, PowerPoint and Zoom.

Previous experience of using an events management platform, customer relationship management platform (CRM) and website content management system (CMS)

Degree level qualifications in Events or Hospitality or equivalent experience as an Events Assistant.

Excellent communication skills and attention to detail

Highly organised and proven experience of working under time pressures.

Experience of working in the not-for-profit sector organisation

25 days annual leave (rising with service).

Additional days off during Christmas - RUSI Christmas closure days.

Generous pension contributions at 6% employer contribution.

Access to 24/7 Employee Assistance Programme.

Life Assurance (after successful completion of 6 months in post).

Season ticket loan (after successful completion of 6 months in post).

Rental deposit scheme (after successful completion of 6 months in post).

Free access to RUSI's world leading programme of events and conferences, research materials and library.

Equal Opportunity and ValuesAt RUSI you will be appreciated and valued. Our stakeholders, transactions, and projects are international and diverse, so we work hard to create inclusive teams that support our efforts and each other. We are committed in promoting equality and diversity in our workforce and employment practices and take reasonable steps not to unfairly discriminate in any way in our recruitment practices. We therefore encourage you to apply regardless of your socio-economic background, ethnicity, sexual preference, gender, or physical disability.

Application ProcessTo apply, please click on the apply button and follow the instructions. You will be asked to include: Your CV and a cover letter of no more than one page.

Closing date: 24th April 2026. Applications will be reviewed on a rolling basis, and the closing date brought forward if needed. Early application is encouraged.

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Extra information

Status

Closed

Education Level

Secondary School

Location

London

Type of Contract

Full Time Jobs

Full UK/EU driving license preferred

No

Car Preferred

No

Must be eligible to work in the EU

No

Cover Letter Required

No

Languages

English