Venue Finding Admin Assistant

Venue Finding Admin Assistant

Fixed-Term Contract – 5 Months

DesignMyNight , part of Access Hospitality within The Access Group, is looking for an organised and detail-driven Venue Finding Admin Assistant to join our Venue Finding team on a 5-month fixed-term contract.

This is a hands-on support role at the heart of how we help clients find and book the right venue. You'll be responsible for keeping our venue database accurate, current and presentation-ready, while also getting stuck into the enquiry process itself - managing smaller venue finding briefs from first contact through to confirmed booking, coordinating site visits, and providing broader administrative support across the department.

It's a great opportunity for someone with strong organisational skills and a genuine interest in events, hospitality or venue finding to gain hands-on experience with a leading name in the industry, working closely with an experienced team on live client enquiries.

Venue Database Management

• Upload, update and maintain accurate venue profiles on the internal database, ensuring all information is current, complete and presented to a high standard
• Source and verify venue details including capacities, facilities, pricing and imagery
• Conduct regular audits of existing venue records to identify and correct any outdated information

Enquiry Support

• Manage and respond to smaller budget venue finding enquiries from initial brief through to confirmed booking
• Liaise with venues on behalf of clients to obtain availability, rates and proposals
• Prepare clear and professional venue comparison documents and shortlists for client review
• Assist senior team members with live enquiries, including chasing venues for responses, updating trackers and managing correspondence
• Help maintain accurate and up-to-date records on all active enquiries within the team's CRM or project management system
• Take ownership of a nominal monthly booking / revenue target for small enquiries handled directly

Site Visit Coordination

• Schedule and coordinate site visits between clients and venues, managing diaries and logistics
• Prepare briefing notes and itineraries ahead of site visits
• Follow up post-visit to gather client feedback and next steps

General Departmental Administration

• Provide day-to-day administrative support across the Venue Finding department
• Manage shared inboxes, respond to routine queries and triage incoming requests
• Assist with the preparation of reports, presentations and client-facing documents
• Help onboard new venues and maintain supplier relationships
• Handle client and venue information with discretion and in line with data protection requirements

Skills & Experience

Essential

• Strong organisational skills with excellent attention to detail
• Confident written and verbal communication skills
• Ability to manage multiple tasks and prioritise effectively in a fast-paced environment
• Proficient in Microsoft Office (Word, Excel, Outlook)
• A proactive, can-do attitude with a willingness to learn

Desirable

• Previous experience in an events, hospitality or venue-related role
• Familiarity with venue finding platforms or CRM systems
• Experience handling client enquiries or working in a customer-facing environment