Event Services Assistant

Established in 2019, the IAC is an independent arbitral hearing venue located in the heart of London.

The Centre specialises in dealing with in-person, hybrid, and virtual proceedings, mostly through Arbitration and Mediation in international matters, providing a welcoming, secure, confidential, and efficient space for dispute resolution.

With outstanding hearing facilities and a full suite of bespoke support services we host disputes for all the main arbitral bodies worldwide and our excellent staff work tirelessly to provide a seamless and unique experience for all our visitors.

Role Overview

The International Arbitration Centre (IAC) is a highly regarded dispute resolution venue and event space based in the heart of London. We are seeking to appoint a Facilities & Events Assistant to join our dynamic team, responsible for the execution of all facilities and operational duties ahead of each hearing and event, ensuring that all users of the Centre are exceptionally well looked after and encouraged to return.

This role requires a proactive professional with a strong Front of House or hospitality background, exceptional customer service skills, and a keen eye for detail. The Facilities & Events Supervisor will report directly to the Operations Manager.

Key Responsibilities:

• Open and close the facilities as required, ensuring the building is properly secured.
• Greet and assist clients adhering to the IAC standards to deliver a first-rate experience.
• Manage switchboard and take accurate messages to relaying them efficiently via email.
• Handle deliveries distribution and arrange couriers for UK and international shipments.
• Research upcoming clients’ profiles ahead of hearings/events and prepare access swipe cards for visitors to maintain facilities security.
• Maintain and update the client database for repeat visitors to provide useful profile records.
• Execute daily set-up of hearing rooms and meeting rooms to maintain a positive brand image.
• Manage breakfast and refreshments supplies, monitor stock, and place orders to meet hearings/events requirements.
• Set-up breakfast, lunches, and hot drinks for clients throughout the day.
• Restock soft drinks, snacks, and replenish water bottles, in hearing rooms and meeting rooms daily.
• Clear-up hearing rooms and meeting rooms after each break, and load/ unload the dishwasher.
• Maintain cleanliness and tidiness of all facilities to ensure adherence to high standards at all times.
• Report any maintenance issues or hazards to the Operations Manager.
• Assist clients with restaurant bookings, travel arrangements, and appointments when required.
• Assist with the set-up and organisation of internal events, including preparing badges.
• Perform ad hoc duties as required.

This role requires adherence to our company's dress code and uniform policy, ensuring a professional and polished appearance is maintained at all times when representing the IAC.

Skills

• Proficiency in Microsoft Office Suite.
• Hands-on experience with office equipment.
• Strong communication skills.
• Excellent organisational and time-management skills, with the ability to prioritise tasks
• Ability to be resourceful, take initiative and be proactive when issues arise.
• Ability to work independently and as part of a team.
• Flexibility and adaptability to changing situations and client needs.
• Attention to detail and accuracy in completing tasks.
• Strong customer service attitude.
• Additional languages are a plus.

Employment type

0 hours contract

Working hours

8 hours a day with a 1-hour lunch break.

Shift times generally vary between 7:00 am and 9 pm, but on rare occasions shifts may start as early as 6.30 am or finish as late as 10.00 pm.

The times you will be working will be predominantly Monday - Friday, but occasional weekend working will be required.

We actively embrace and promote equity, diversity, and inclusion in the workplace, where we have a multi-cultural and diverse team with women holding key positions at the IAC and we are implementing green initiatives, such as solar power, eradicating unnecessary plastic and the use of energy efficient lighting.