The Vendor Assistant supports the Vendor Director and Island Fest London's leadership team. This role is ideal for someone who is organized, dependable, friendly, proactive, and comfortable communicating with a wide range of small businesses, entrepreneurs, food vendors, artisans, and community organizations.
This role is responsible for the overall organization, communication, onboarding, and day-to-day coordination of festival retail and food vendors. This role helps create a positive vendor experience from initial contact through festival wrap-up while keeping vendor information, deadlines, requirements, and communications organized. communicating with people, keeping track of details, following up on outstanding items, and helping others feel prepared. Under leadership of the Vendor Director, the Vendor Assistant will work independently, but also know when to seek assistance and guidance with various issues as they arise.
Key Responsibilities
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• Assist the Vendor Director with vendor recruitment, onboarding, and coordination |
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• Respond to routine vendor questions and direct more complex issues to the Vendor Director |
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• Maintain accurate vendor contact information, applications, payments/status, and required documentation |
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• Track vendor deadlines, outstanding forms, insurance or permit documentation, and other required information |
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• Send vendor reminders, updates, confirmations, and festival information as directed |
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• Assist with organizing vendor maps, booth assignments, setup information, and vendor check-in materials |
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• Help communicate festival rules, setup/teardown procedures, arrival times, parking/loading information, and vendor expectations |
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• Support vendor promotional requests by collecting business information, logos, social handles, and approved promotional materials |
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• Assist with vendor-related social media or website information when required |
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• Help coordinate vendor communication before, during, and after the festival |
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• Assist with vendor check-in, setup, and on-site questions during festival days |
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• Identify vendor concerns or logistical issues and communicate them promptly to the Vendor Director or appropriate festival lead |
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• Assist with post-festival vendor follow-up, feedback collection, and thank-you communications |
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• Maintain organized digital files, spreadsheets, email records, and vendor tracking documents |