Events Administrator

Events Administrator- HLTH

The bit about us
We’re Hyve, a global events company that does things differently. 
 
Our events deliver game-changing impact for people, businesses and beyond. That might mean winning a major contract, securing transformational investment, getting on the shelves of a giant retailer or hearing from thought leaders who are changing the future. 
 
The purpose of every one of our events is to bring the people who power major industries together – and open a world of potential. 
 
At the same time, we’re using our events as platforms for progress, to drive the conversation across the world’s biggest industries on crucial topics like sustainability, diversity and ethical business. 
 
These moments can change lives. And making those connections motivates us every single day. 
 
But creating those human connections doesn’t just happen at our events. It’s part of everyday life when you work at Hyve. There are all sorts of socials, inclusion workshops and professional development opportunities to get your teeth into. And then there are the benefits. From gym memberships to private medical care, season ticket loans to healthy pensions, we’ve got you covered in all kinds of ways. (We’ll even give you an extra day off on your birthday!) 
 
The bit about you
First of all, whatever your background and whatever your beliefs, there’s a culture of belonging here at Hyve and everyone is welcome. The question isn’t where you are from – it’s where you want to go.
 
We’re a positive bunch and if you’re a “glass half full” kind of person you’ll fit right in. Our values are brilliant work, fresh thinking, rich connections, and collective buzz. And just to be clear, these aren’t just words we put on the walls and forget about. They pull everyone together and help us all produce work that we’re proud to put our names to. If that resonates with you, great: we’re on the same page.

Role purpose
To support the planning, coordination and delivery of HLTH’s in-person and virtual events, ensuring a seamless and high-quality experience for clients, speakers and attendees. The role is responsible for coordinating key operational and administrative activities across the event lifecycle, from attendee recruitment, logistics and supplier management to event communications, content preparation and marketing promotion. Working closely with internal teams and external stakeholders, the role helps ensure events are delivered efficiently, professionally and in line with client expectations and programme objectives.

Key responsibilities

In-Person Event Planning

• Support event planning by preparing timelines, task lists and client briefing materials.
• Research and recommend venues that meet event requirements and budget.
•  Source and compare suppliers, including catering, AV and décor.
• Coordinate travel arrangements, including flights and accommodation where required.
• Log and track expenses for sponsored and member events.
•  Prepare and organise name badges, event collateral, discussion guides, agendas and signage.
• Support the design and preparation of client and event presentations.

Attendee Recruitment

• Manage attendee recruitment by developing and carrying out recruitment plans.
• Draft and send communications to attendees, speakers and other stakeholders, and respond to recruitment-related queries.
• Provide attendee support throughout event planning and delivery.
•  Reconcile attendee lists against calendar RSVPs and registrations.
•  Verify speaker details, including job titles, using LinkedIn or official biographies.
• Support registration tracking and related communications.

Virtual Events: Roundtables and Webinars

• Support the administration and delivery of virtual meetings and roundtables, including post-event follow-up and action tracking.
•  Keep event content and attendee profiles up to date on the website.
• Arrange preparation calls for confirmed hosts and anchors, and share the relevant briefing materials in advance.
• Provide operational support to the webinar team, including speaker logistics and digital event tools.

Marketing & Events Promotion

• Manage marketing promotion for the virtual programme, including promotional planning and delivery.
• Create promotional materials and schedules for in-person events.
• Coordinate the publication of sponsored articles and blog content, liaising with clients and internal teams as needed.