Want to work for us?

AE3 Media is uniquely positioned in the financial services industry, we serve every part of the mortgage distribution chain. This ensures that its customers can connect with their buyers in an environment that helps them to build effective and valuable business relationships. Whether this is online, in person or via printed materials, AE3 Media’s expertise and market understanding allows customers to maximise their own business opportunities in an extremely targeted marketplace

As a business we try to create a working environment which is fair, balanced, and flexible. We focus on ensuring that all employees are given the opportunity to enjoy a challenging and rewarding career with the business. We listen to each other, support each other, and create products that the markets we serve love to engage with.

It is the people and their collective passion which makes AE3 Media the business we are today. A business built on a reputation for going the extra mile to provide solutions for our clients which will ultimately exceed the expectation of their own customers.

We are an equal opportunities employer and are also signatories to the Women in Finance Charter, which is a pledge for gender balance across financial service.

 

We are currently recruiting for the following role(s)…

 

Events and Marketing Administrator

 

Job Description

Main purpose of role

The Events and Marketing Administrator will support the successful planning, organisation, and delivery of the company’s events, ensuring they run smoothly and achieve commercial and client objectives. They will work closely with the Head of Marketing & Events, the Events Manager & the Marketing Managers. The role is responsible for managing day-to-day event logistics, coordinating suppliers and stakeholders, and providing excellent support to delegates, sponsors, and speakers. You will assist with tele-marketing and retention calls, as well as sending marketing mail merges. Working closely with the wider events, and sales teams, the Events and Marketing Administrator will help ensure smooth administration operation to deliver high-quality experiences that reinforce the company’s reputation within the financial media sector.

Key responsibilities

• Support the Events and Marketing teams with administration related to the delivery of events – these will include awards, conferences, retreats & contract events for clients.
• Providing administrative support to aid the professional and timely delivery of events – these may include conferences, online events, dinners, supper clubs and awards ceremonies.
• Work on the event app for senates and ensure accurate details are uploaded and proofing processes followed.
• Excellent cost management when sourcing event and office collateral
• Strong customer focus through the development of excellent client relationships with speakers, sponsors and delegates.
• Professional telephone manner to conduct tele-marketing and retention calls to help the marketing team meet attendance targets.
• Assistance of production of onsite event branding including signage, printed collaterals, give-aways, badges and website information.
• Demonstrate collaboration and teamwork in your actions and behaviours. Collaborate with others, share your knowledge and expertise, and actively contribute to a culture of togetherness and collaboration.
• Practice empathy and respect: cultivate empathy and respect for colleagues’ perspectives and ideas. Seek to understand different viewpoints and engage in respectful discussions even when opinions differ.
• Be receptive and open minded, actively listen to feedback, incorporate insights, and share your ideas.
• Be open and honest in your work: communicate any challenges or concerns, seek help and guidance when needed and express your opinions and perspectives respectfully and transparently during team discussions or decision-making processes.

 

Key tasks

Sponsor/Speaker/Delegate administration:

• Help produce sponsor packs detailing administrative guidelines & deadlines; procure sponsor company information (i.e. corporate logos, company profiles, exhibition requirements & guest passes).
• Ensure sponsors information is collated by the deadlines required and accurately track your progress via the event sponsor spreadsheet.
• Liaise with the Conference Producer about speaker information and programme
• Arrange travel & accommodation for sponsors, delegates and staff as appropriate.
• Liaise with sales team for sponsor contracts & contacts.
• Maintain good relations with sponsors via telephone, email and in person.
• Liaise with sponsors and delegates on-site at events ensuring everyone is taken care of.
• Uploading sponsors & delegate information to the event website.

 

Marketing:

• Conduct telemarketing calls to assist with delegate sign up to our events, as well as retention phone calls to confirm attendance from those booked to attend.
• Send mail merges to our marketing database to advertise our events and encourage delegate registration.
• Conduct desk-based research to identify relevant and/or potential event attendees.

 

Event marcomms:

• Collate & organise the information that will be shown in the printed or digital programme for the event. Must ensure that this has gone through the correct proofing process so there are no critical errors.
• Liaising with design team to produce event marcomms and ensuring these follow brand specifications and contain correct information.

 

Online administration:

• Ensure websites are kept updated with appropriate sponsor, delegate & judge information and that the website process document is followed once an event is finished.
• Arrange for photos from the event to be given to the editorial team & to marketing to upload.
• Manage the DIFF podcast series from start to finish. Including arranging all technical and content meetings and posting monthly.

 

Award ceremonies:

• Assist with the judging process for award ceremonies – collating testimonials & photos for finalists, creating judging packs and judging day documentation
• Assist the Events Manager or Head of Marketing and Events on specified tasks relating to the Awards such as production of trophies & table planning.

 

Post-event follow-up:

• Data input of attendee evaluation forms to eventually create individual word documents for each sponsor.
• Manage other team members through this process where required

 

Budget management:

• Work with the Events Manager and Head of Marketing & Events to manage event costs carefully, exploring any opportunities for cost savings. Budget sheets must be reconciled in a timely manner and supplier invoices processed promptly and accurately

 

Social media:

• Manage a social media plan for relevant events
• Use Hootsuite schedule for social media posts
• Create and post reels of our events in a live event setting

 

Knowledge, skills and abilities

• Ability to thrive in a pressurised work environment and remain calm under pressure.
• Excellent time management skills.
• Excellent attention to detail.
• Highly numerate with skills for strong budget management.
• Highly motivated and able to work well autonomously or as part of a team.
• Skills to develop strong relationships with suppliers, clients & event attendees.
• Highly presentable with excellent interpersonal and communication skills.
• Good knowledge of MS Excel, Word, PowerPoint & Outlook.

 

Experience required

The ideal candidate will need to have an interest in the events and marketing industry. Attention to detail, multi-tasking and being able to work in a pressured environment are paramount.

 

Other requirements

Travel
This role involves travel across the UK for events and could in the future include international travel, so applicants must have no travel or passport restrictions and be willing and able to undertake extensive business travel as required by the ongoing needs of the business.

Hours of work
Normal working hours are 9.00am to 5.00pm, with an hour for lunch. From to time, dependant on the project concerned, the candidate will be required to work longer hours.

Office Days
We have a hybrid office policy where you will work from home 2 days a week and from the office 3 days a week (subject to change around events). The standard office days are Monday, Wednesday and Friday.

 

How to apply:

Send your CV to Victoria.Thurstan@ae3media.co.uk by the 10^th November 2025