Event Administrator – supporting Marketing Operations

Richmond upon Thames UK
35 hours / week
Contract Type: 
Schedule Type: 
Full Time
Reg ID: 

About Us

Reed Exhibitions is a leading global events organiser, with more than 500 events in 30 countries. In 2018, Reed Exhibitions brought together more than 7m event participants from around the world generating billions of dollars in business. Today Reed Exhibitions’ events are held throughout the Americas, Europe, the Middle East, Asia Pacific and Africa and organised by 38 fully staffed offices. Reed Exhibitions serves 43 industry sectors with trade and consumer events. It is part of RELX, a global provider of information and analytics for professional and business customers across industries. www.reedexpo.com

About RELX

RELX is a global provider of information-based analytics and decision tools for professional and business customers. The Group serves customers in more than 180 countries and has offices in about 40 countries. It employs over 30,000 people, of whom almost half are in North America.

The Role

The Marketing Operations Coordinator offers vital support throughout the exhibition cycle for the Marketing Community. They assist with a range of general project management duties including but not limited to the administration of partner agreements, coordinating the production of show catalogues and supporting registration setup.

We want individuals who demonstrate initiative, an inquisitive mind, an obsession with making things better, a passion for solving puzzles, the humility to laugh at themselves, the willingness to ask for help when they are over their heads, and the ability to deal (healthily) with multiple projects, tight deadlines, and demanding partners.

Key Accountabilities

Partner Relationships

Support the project management of partner/media barter agreements outlined by the Marketing Manager in the planning process:

  • Contracting Support – administration of all barter paperwork; including contracting and invoicing using salesforce.com.
  • Fulfilment Support – communicate agreed assets to specialist team and track both the fulfilment and delivery of all items offered as part of agreements.
  • Onsite Delivery – coordinate a distribution plan and delivery list for all assets and share brief with the Marketing Manager to ensure individuals can deliver necessary support onsite.


Coordinate with the Marketing Manager and Registration Manager during the registration setup process:

  • Planning – attend kick-off meeting, coordinate necessary translations, collate participant type requests and monitor participant type sign off process.
  • Briefing – share registration brief and artwork for badges with vendor.
  • Testing – coordinate the proofing and complete the testing of registration forms.

Show Catalogue & Content

Coordinate the production of show catalogues and content by collaborating with the Marketing Manager, Content & Community Team and external suppliers:

  • Data Collation – download nova reports, identify gaps, contact customers to help populate gaps and collate all entries.
  • Content Creation – create show content including show catalogue, welcome letters, floor plans, pocket guides etc and ensure all content is proofed and signed off by the appropriate parties.
  • Supplier Relationships – liaise with publisher as per terms of the agreement to ensure fulfilment of catalogue and show content.
  • Onsite Delivery – coordinate a distribution plan and delivery list for all assets and share brief with the Marketing Manager to ensure individuals can deliver necessary support onsite.

365 Event Support

Administrative support of tasks around 365 events such as awards, networking events etc:

  • Pre-Event Coordination – coordinate invites, collate nominations, order awards, arrange catering and create content such as welcome packs etc.

Skills & Experience

A highly driven, enthusiastic and organised professional who can demonstrate:

  •  A strong ability to organise and prioritise workload – and demonstrate a solid competency for multi-tasking
  • A high level of computer literacy, including Outlook, Excel, Word, PowerPoint and preferably any online sales/marketing tools and systems
  • Strong communication skills – articulate verbal and written capabilities – with the ability to communicate with many different nationalities and cultures
  • Accuracy and attention to detail
  • The ability to work in a fast-paced environment and remain calm when under pressure
  • The ability to embrace change and an enthusiasm to participate in a culture of continuous improvement in all areas of their work
  • A confident common sense approach to problem solving and is quick to understand who/what is required to solve any issues
  • A positive, enthusiastic and proactive approach to their role and responsibilities on a day-to-day basis
  • They are committed team player who also has the ability to work independently and take the initiative


  • Team Structure: Marketing Operations Executive to Head of Customer & Business Services to Operations Director
  • Job Purpose: To provide effective and efficient marketing and operational support to the Marketing Community.

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