Job vacancy: Workspace, Events and Conferencing Assistant

Application deadline: 1st September 2022

Expected start date: September 2022

Job vacancy: Workspace, Events and Conferencing Assistant

Job type: Full-time, Part-time, Permanent

Salary: £18,000.00 - £25,000.00 per year

Company: Open Innovations

Location: Leeds LS9 8AG

Benefits: Casual dress, Company events, Company pension, Discounted & free food, Employee discounts, Sick pay, interesting events

Job description

What and Who is Open Innovations workspace?

The Open Innovations innovation and collaborative workspace team is looking for an awesome extra pair of hands to help run our community, meetings and office operations. Open Innovations is a unique workspace in Leeds city centre offering meeting room hire, conferences, events and a collaborative workspace alongside pioneering and radically open work with innovation in Open Data. Our community consists of organisations in both the private and public sector, freelancers, small groups of start up coworkers and interested members of the public. We host meetings, events, lectures, conferences, training and debates alongside running a coworking space for sponsors and member coworkers.

Who is the vacancy for?

We need a Guardian angel of all things necessary - someone to look after everyone and everything involved in the running of Open Innovations workspace - could that person be you?You will have the opportunity to help run the events from the beginning to the very end. The role will include both event planning (planning the event behind the scenes), event operations (running the event on the day) to event administration (ensuring events are organised and customers questions are answered)If you are customer focused, take pride in making interiors look good, flexible, friendly and helpful, eager and quick to learn plus not afraid to try new things then we are looking for you to join our team. You will be responsible for keeping Open Innovations in check in terms of meeting, greeting and looking after our team, sponsors and guests.We believe that heartfelt, human connections make life worth living. So, we come to work every day eager to engage with our guests and each other.You’ll have a natural commitment and flair for outstanding service, and you’ll be able to deliver this in a confident, friendly and professional manner.

Your day at Open Innovations

You will be making sure that things are getting done smoothly at all times and engaging with guests and the team to deliver outstanding service - from making the space look fantastic, meeting & Greeting, ordering office or catering supplies, setting up for events, organising the AV kit, managing coworkers, to making the tea and slicing cake. This role is often varied and fast paced but never dull.What you will be responsible for, mainly

  • Assist with the operations, maintenance, and upkeep of our facilities
  • Catering preparation and service - during events/meetings/conferences assistance will be required in food preparation and service, set up and clear down
  • Be the point of contact for visitors, members and sponsors
  • Answer enquiries by email or telephone, take tours, refer, walk-in guests and members
  • Process enquiries and requests
  • Help keep the space clean and tidy throughout the day: putting mugs in the dishwasher, filling up water jugs, making sure the meeting rooms are clean and tidy and well supplied, ensuring the cafe/reception area and kitchens are clean and tidy.
  • Helping with clients AV requirements e.g. plugging guests laptops into the TV screens, providing WiFi passwords, assisting with videoconferencing set up.

Requirements - do you have the following experience?

  • Friendly and helpful
  • Sociable, confident and outgoing
  • Strong English verbal and written communication skills
  • Customer service, catering or events experience - a plus
  • Proficiency in Google Documents & Microsoft Office and other basic computer tools
  • Exceptional organizational skills and multitasking abilities
  • Be a great communicator, able to convey messages in a clear and concise manner
  • Can do spirit and a passion for working in a dynamic and spirited environment will come in handy
  • To cope with all the responsibilities, we would need someone who is flexible, dependable, responsible, and empathetic
  • Motivation and strong work ethics would get you very far

Open Innovations is an equal opportunity employer. Other benefits include marvelous lunches, team social events, discounts at Cafe 164, lectures and events hosted by influential leaders or companies, and more!


As you learn about what we do here you will have the opportunity to get involved in other activities as per your interest and skills. It might be that you will contribute to our website with a blog, take photos at our events or make a new brochure or documentation. There’s always something to do, share and learn


Normally, Monday to Friday from 8.45am to 5.30pm. Sometimes we have events at evenings, you would be expected to cover these as required.


Dependent upon age and experience from £18,000 - £25,000

Part time, job sharing flexible options considered


  • Flexible employers
  • Discounted/free food
  • Company events & social hours
  • Casual dress