Fixed-Term Events Assistant (12 months)

Job Summary

Robert Gordon University means dynamic leadership, multiple awards, a stunningly beautiful campus and a well-established reputation as an innovative, friendly and thoroughly modern university. 

You will play a key role in supporting the Events Manager in the planning, coordination, and delivery of a wide range of university events, including large-scale, high-profile events such as graduation ceremonies.

This is a full time (35 hours per week) fixed-term, maternity cover position for up to 12 months.

In keeping with RGU's commitment to work/life balance you will have the opportunity to work from home for a portion of the working week and also benefit from a generous pension scheme, 46 days annual leave (including statutory days) an onsite nursery and sports centre, as well as a range of voluntary health and travel benefits. 

We are committed to attracting and engaging a diverse range of staff and fostering a culture where everyone feels welcome, comfortable to express their ideas, and can reach their full potential. For more information, please visit Our Diverse Workforce pages.

Job Description

RESPONSIBLE TO: Events Manager

RESPONSIBLE FOR: No supervisory responsibility

PURPOSE OF POST: Co-ordinate day to day activities in a busy events department and provide hands on support at key events.

PRINCIPAL DUTIES:

Event Planning & Coordination

• Assist in the organisation and delivery of university events, ensuring they run smoothly and professionally
• Support the Event Manager with event timelines, schedules, and logistics planning
• Liaise with internal departments (Estates, Central Timetabling, IT, Schools etc.) to gather event requirements and coordinate support
• Liaise with external clients to support event bookings, coordination and effective relationship management

On-the-Day Event Support

• Provide hands-on support at key events such as graduations including guest assistance and coordination of staff and volunteers
• Troubleshoot minor issues during events and escalate to Event Manager when required
• Welcome and host clients for on‑campus event bookings, ensuring a professional and friendly first impression

Administration & Communication

• Support the management of the Events inbox; ensuring timely, professional responses and an organised filing system
• Maintain event documentation, guest lists, and attendance data
• Work closely with the Business Administrator and Event Manager to support the effective financial management of event bookings
• Collaborate with the Event Manager and Director of External Affairs to design, refine, and execute a forward‑thinking strategic university events plan

Evaluation & Continuous Improvement

• Support the collection of post‑event feedback and contribute to de‑brief meetings
• Support any additional relevant tasks set out by the Event Manager where required

Person Specification

ESSENTIAL REQUIREMENTS

Knowledge & Skills

• Strong organisational skills with the ability to manage multiple tasks and deadlines
• Excellent communication and interpersonal skills
• Basic understanding of event planning processes
• Strong attention to detail and accuracy in administrative tasks
• Confident user of Microsoft Office (Outlook, Word, Excel)

Experience

• Experience in events, hospitality, customer service, or administrative roles
• Project management experience
• Experience in leading small groups of volunteers

Unsociable Hours

• Ability to work flexibly where needed, including evenings and occasional weekends

DESIRABLE REQUIREMENTS

Experience

• Experience in higher education setting

Behaviours

Behaviour 1: Communication - Ability to receive, understand and convey both straightforward information, and information requiring careful explanation, in a clear and accurate manner

Behaviour 2: Team Development - Experience of providing advice or guidance to new starts delivering training or instruction to others on specific tasks or activities 

Behaviour 3: Service Delivery - Experience of giving customers a positive and satisfactory service, by providing accurate and up to date knowledge of services available in own and related areas of work

Behaviour 4: Pastoral Care and Welfare - Experience of calming and reassuring those with work/study related problems who may be experiencing distress 

Behaviour 5: Team Work and Motivation - Experience of being supportive and encouraging to others, with a flexible approach to delivering team results. Actively contribute to team morale

Behaviour 6: Planning and Organising Resources - Experience of planning, prioritising and organising your own work or resources to achieve agreed objectives