Position: Event Admin Assistant
Reporting to: Events Manager
Direct reports: None
Salary: £19,828 pro-rata, £24,785 full-time equivalent
Hours: 30 hours/4 days per week
Location: Hybrid. Home working with 40% of contracted hours at our office in Welwyn Garden City
The Willow Events Team hosts a range of events to engage Willow supporters. We deliver exceptional sporting, community, and high-profile events including golf days, challenge events, annual Willow Ball and the London Football Awards.
Job Purpose
* The Event Admin Assistant will provide essential support to the Willow Events Team, being a key part of the team to deliver exceptional sporting, community, and high-profile events.
* In this role, you will assist all areas of the team with a variety of administrative tasks, including data entry, research, and managing guest registrations. You will also support our work with Willow’s ambassadors and celebrities to ensure they are kept informed and engaged with Willow’s events and initiatives.
* Additionally, you will help identify and implement improvements to processes and procedures, ensuring that all donors and supporters have a positive and rewarding experience when participating in our events and engaging with the charity.
Main Duties And Responsibilities
* To support the Willow Events Team with a variety of tasks to ensure our events and projects are delivered to a high standard and raise much-needed funds.
* To be responsible for accurately updating our supporter database, Raisers Edge with all guests and donors’ details including contact information, Gift Aid declarations and preferences provided by supporters.
* Responsible for ensuring events are accurately recorded on our database so that we know who has attended Willow events.
* To ensure that donations, raffle and auction purchasers at events are acknowledged, coded and thanked within the agreed timescales with the aim of helping to steward all relationships effectively
* To support the team with event registration, guest management, and financial administration.
* To be proactive in identifying and referring key supporters to other teams across the organisation.
* Managing the procurement and fulfilment of auction items, pre and post event.
* Provide admin assistance to our ambassadors and celebrities – supporting the team with booking travel & accommodation for events where appropriate.
* To help the team with various pieces of research; for example, looking for event venues, charity awards, and other relevant information.
* Keep abreast of trends within the sector, spotting new opportunities to develop the Willow Events portfolio.
* To look at ways of improving current processes and suggest ways of working in a more effective and efficient way.
Person Specification
Essential
Qualifications, Knowledge and Experience
* Customer care experience. Ability to work as part of a small, flexible and hard-working team.
* Delivering high quality supporter and donor care through ongoing contact and communication.
* Confident and articulate, able to build successful, mutually beneficial relationships with internal and external audiences.
* Self-reliant and confident IT user including internet, email, design, databases, spreadsheets and MS Office.
Desirable
* Experience working with a database or CRM system.
* Experience working in the charity / fundraising sector.
* Experience of administration within a fundraising, events or marketing environment.
Essential
Skills and Abilities
* High attention to detail.
* Good verbal and written communication skills.
* Respect for and ability to maintain confidentiality at all times.
* Ability to manage your own workload
* Team player
* Enthusiastic and keen to learn
Desirable
Experience or knowledge of Raisers Edge, or experience using databases
General
We Offer The Following Competitive Benefits Package:
* 25 days annual leave plus bank holidays
* Holiday purchase scheme
* Life Assurance and Group Pension Fund
* Season ticket loan
* Cycle to work scheme
* Flexible Working policy
* Employee discounts
* Employee Assistance Programme
How to apply
Please send a CV and covering letter to jo.tredgett@willowfoundation.org.uk
Closing date: 6 August 2025 #J-18808-Ljbffr