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Events Coordinator Job Description


Job Summary-Events Coordinator Job Description


The Events Coordinator Job Description ensures the effective management and delivery of a wide range of public, staff and alumni events. The key responsibilities of the role are to ensure the effective and efficient delivery of the Events programme comprising, but not limited to, public lectures, workshops, seminars, conferences and

community events, and to play a key role in the development of the Events strategy and programme – including researching and proposing ideas for public events



Main Responsibilities-Events Coordinator Job Description


Events Coordination


• To play a role in the development and planning of the Department’s events strategy


• To be proactive in advising on policies and procedures and best practice.


• To play a key role in the planning of the Events Programme, including researching and

suggesting ideas for events, taking into account current events


• To consider the Equality, Diversity and Inclusion plan during events

planning and strategy meetings, including actively encouraging gender balance and diversity in the events portfolio.


• To monitor attendance and engagement with the events and report as required at

various fora.


• To manage the wide range of events, which include (but are not limited to) public

lectures, seminars, conferences, community events, panels, and book launches.


• To consider wider implications when agreeing to take on an event for the Department (e.g. implication of book sales, security for high profile guests, planning for dinner receptions, etc.)



• To take lead responsibility for contact with potential external events partners.


• To liaise regularly regarding possible events collaboration and to share best practice.


• To encourage collaboration on events with the affiliated centres and units


Events Delivery


• To ensure that the Department complies with its legal and statutory obligations when conducting all events, including Health and Safety checks and Risk Assessments, and to brief staff as appropriate.


• To communicate with high profile and VIP speakers and their representatives, representing the Department professionally.


• To respond to press enquiries, referring queries to the Press Team as appropriate.


• To act as main liaison between guest speakers, press and business.


• To meet all guests, including VIP guests which include high-ranking Government officials and public figures, ensuring that they are looked after in the green room and briefed on what is expected of them during/after the event.


• To respond to guests of staff or speakers, ensuring that appropriate space has been allocated in the event.


• To attend events to ensure that they are properly administered and run smoothly



• Arrange external suppliers, venue/room hire, catering, post-event dinners or receptions, security, audio visual equipment, invitations and guest speakers’ requirements.


• To administer the Department’s events budget, including organising reimbursement of speakers’ expenses, preparing invoices where required, and ensuring that all expenses remain within budget.


• To work with the Departments’ Communications and Events team to ensure the promotion of all Department events, through the website and social media channels and, where appropriate, print or external media.


Teamwork


• To supervise events stewards, and to recruit stewards for events as needed.


• To train staff on all issues related to events management and communications in the Department.


• To assist with recruitment of staff, as required.



Community Events


• To work on the delivery of community events and taking the lead when appropriate, including organisation and delivery of the event.


• Assist in the development and planning of fundraising


General


The post holder will also be expected to:


• To act as Secretary to the Department’s Events Committee, including: preparing and distributing the agendas and related papers, attending meetings, writing and circulating minutes as appropriate, acting in an advisory capacity about administrative matters at these meetings and ensuring all actions are followed up.


• Employ excellent written and oral communication skill


• Maintain an outstanding level of attention to detail in all aspects of the role


• To ensure excellent service delivery across all areas of the role


• Plan, prioritise and organise own work in accordance with agreed deadlines and objectives


• Resolve problems as and when they arise, and understand when to refer/escalate to other colleagues.


• Work effectively as part of a team and with other Department and colleagues



• Take a proactive approach towards personal and professional training and development


• Participate constructively in Department team meetings and one-to-one meetings.


• Offer ad hoc support to the team during busy periods and provide cover during periods of absence.


• Participate in internal networks


• Undertake other duties, which are consistent with the nature and grade of the post, in response to Department needs.




Knowledge Experience Skills and Education-Events Coordinator Job Description


Knowledge and Experience


  • Educated to degree level, or equivalent experience

  • Substantial experience in organising and managing events of varying sizes/types – including lectures, seminars, and workshops/conferences

  • Excellent IT skills – including Microsoft Office applications

  • An interest in International Relations Experience of managing/supervising staff Experience of promotion, marketing and use of social media

  • Experience of budget management


Communication

  • Excellent written and verbal communication skills, with the ability to understand and convey information in a clear and accurate manner

  • Excellent attention to detail, and accuracy, in drafting written documents.

  • Experience of interacting effectively with a wide variety of people, both internally and externally



Planning and Organising Resources


  • Ability to plan and prioritise own workload, often working on multiple tasks simultaneously

  • Ability to keep calm under pressure

  • Ability to improve existing systems and processes, and propose new systems where appropriate Ability to effectively maintain records accurately and with attention to detail

Initiative and Problem Solving

  • Ability to anticipate problems and propose solutions

  • Ability to be self-reliant, but with the ability to recognise when to refer problems

  • Ability to adapt to quick-changing circumstances and shifting or overlapping deadlines

Teamwork and Motivation


  • An understanding of collaborative team working, and an ability to help facilitate it Experience of effective delegation or work/tasks to an individual or team

Liaison and Networking


Ability to represent the Department and School professionally

Ability to develop constructive relationships with internal and external contacts

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