Communications Assistant

The work undertaken by The James Hutton Institute is right at the top of the global agenda tackling problems such as the impact of climate change and threats to food and water security.

The Communications Teams delivers across the remits of media, marketing, digital, events, public affairs, corporate and internal communications, all designed to support and promote the work of the James Hutton Institute.

This post will focus on engagement activities with key stakeholders, initially by supporting a range of events but also our venue services team too.

These will include field-based engagements as well as high-profile events involving funders, politicians, and other influential partners; and also in supporting delivery of some venue services functions such as reception and supporting on internally-hosted events.

The main duties of this role include supporting the Communications Team with event logistics—ranging from event setup and breakdown to administrative tasks, coordinating event equipment, attending committee meetings and taking minutes, engaging with stakeholders, coordinating and distributing delegate information, as well as researching and assisting with the preparation of briefing materials.

It also requires helping staff reception, support on bookings and room set ups as needed.

This role will be based in Invergowrie, Dundee, with the Communications Assistant expected to be on-site for events and their preparation. A hybrid working option may be considered when delivering administrative tasks. The Assistant will also be required to travel to other locations where events are held.

2025 key event dates:

Potatoes in Practice: 7 August

Climate Week Northeast: September

Doors Open Days: 27-28 September

TB Macaulay Lecture: 1 October

The James Hutton Institute Annual Symposium: November

Other key dates involving funders for specific projects still be confirmed.

Due to the set up and dismantling of the events, we will require someone to be available for the following dates:

4-8 August 2025

22-26 September 2025

29 September – 3 October 2025

These dates will require some evening and weekend work and will mainly involve setting up and dismantling events equipment.

More information on the detail of the post and the post holder can be found below in the job description.

Main purpose of job   

To work with colleagues to execute successfully the day-to-day tactical delivery of James Hutton Group portfolio of events: corporate events, significant internal events, strategic events for profile-raising and public engagement.

To support the venue services team on providing reception cover, helping with room bookings and set ups and responding to queries.

Main duties of postholder

• Assist with the Summer/Autumn events programme, ranging from small meetings and visits to large lectures and outdoor field-based events.
• Provide onsite assistance at all events, including on the run up to and post- event.
• Set up and dismantle the equipment required for each event.
• Manage and co-ordinate event equipment – including storage, maintenance, and upkeep of inventory.
• Help with the reception desks and any ad hoc duties required to make events run smoothly. Ad-hoc duties at events include, but are not limited to, manage attendee lists, direct exhibitors to their stands, inform volunteers about tasks. 
• Be a first point of contact for attendees/exhibitors at events for general assistance and emergency protocols.
• Support the Events Officer with manual, logistical and administrative tasks.
• Liaise with and co-ordinate with suppliers and exhibitors.
• Attend meetings, minute taking and act as a second point of contact.
• Support Venue Services team as and when required in relation to administrative tasks and reception duties.

Qualifications/Skills/Knowledge

Essential Qualifications

• This post would be ideal for someone currently studying a related degree or looking to gain further event experience.

Essential Skills

• The postholder will be expected to coordinate and take the lead on a range of manual tasks associated with the role. Please note that this is a physically demanding position with a strong focus on manual work
• Willingness to assist with all tasks that is associated with setting up and dismantling events.

• High standard of written and verbal communication skills.
• Ability to organise own work effectively, prioritising competing workloads and working to tight timescales.
• Good attention to detail and accuracy.
• Creative mindset, proactive and flexible with the ability to problem solve under pressure.
• Strong ability to work as part of a team and to also use own initiative.
• A good working knowledge of Microsoft Office.
• Excellent interpersonal skills, ability to speak comfortably and professionally to a wide range of people and engage positively with others.
• Ability to understand the importance and adhere to health and safety regulations.
• Full, clean, UK Driver’s license.

Desirable skills

• Experience of working on events that range in size and delivery style.

This role does not attract a certificate of sponsorship.