Senior Event Coordinator in London

Everyone says they want to change the world. We're looking for people who actually will. ADF International is a faith-based legal advocacy organization that protects fundamental freedoms and promotes the inherent dignity of all people.

ADF International is looking for a highly organized Senior Event Coordinator to join us full-time in our London, UK office. As a Senior Event Coordinator, you will serve as a cornerstone of the Events Team, orchestrating impactful gatherings that reflect ADF International's values and advance its mission. In this high-visibility role, you will take the lead in planning, coordinating, and executing sophisticated events for a diverse and distinguished audience, including allied attorneys, ministry leaders, ministry friends, and influential guests. Your leadership and meticulous attention to detail will transform each event into a meaningful, seamless experience that leaves a lasting impression.

Your Essential Responsibilities:

• Travel to event locations to manage on-site operations and serve as the point person for smooth event delivery.
• Plan and execute events hosted at the London office.
• Provide proactive, solutions-oriented support to both guests and team members at every stage of the planning process.
• Constantly evaluate and improve planning procedures, attendee engagement strategies, and overall event quality.

Event Lead for Level 1-4 Events (1+ days and 20 to 300+ attendees):

• Understand the event vision and translate stakeholder goals into strategic execution plans.
• Manage event budgets from start to finish, prioritising fiscal responsibility without compromising quality.
• Lead planning meetings, assign responsibilities, and manage complex timelines using the project management tool Trello.
• Partner with the Event Technology Team to oversee registration logistics, app development, signage, and printed materials.
• Communicate audiovisual requirements, production needs, and schedules with internal and external teams.

Logistics Coordinator for Level 1-4 Events (1+ days and 20 to 300+ attendees):

• Identify and secure venues that align with the event’s objectives and audience profile by collaborating closely with stakeholders and the third-party site selection partner.
• Coordinate event logistics, including catering, room setups, décor, ground transportation, and vendor relationships.
• Manage attendee accommodations, including rooming lists.
• Support in-house event needs by working with the Facilities Team and ensuring timely shipping and receiving of materials.
• Track expenses meticulously and maintain open communication with stakeholders to keep events within scope and budget.

Other Responsibilities (Non-Essential):

You will be asked to perform related duties or special projects as assigned.

Skills you need to succeed:

• Proficient in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.
• Strong written and verbal communication skills, including writing, proofreading, and public speaking.
• Proven project management abilities with the capacity to manage multiple events and priorities throughout the year.
• Exceptional interpersonal skills, demonstrating professionalism and courtesy when engaging with ministry friends, guests, attorneys, team members, and vendors.
• Well-developed organizational skills with strong attention to detail.
• Effective event planning capabilities, with the ability to design event flow and anticipate logistical needs, including staffing.
• Strong research abilities to support venue sourcing, vendor selection, and event development.
• A commitment to excellence in customer service, with high standards for quality and guest experience.

Ability to:

• Travel approximately 40–60 days per year, international travel will be required.
• Work a flexible schedule to accommodate international time zone differences.
• Plan and coordinate events of all sizes with efficiency and attention to detail.
• Build and maintain strong, collaborative relationships with internal stakeholders, faculty, attendees, and external vendors.
• Thrive in a fast-paced, high-pressure environment while managing multiple priorities.
• Stay composed and solution-focused under pressure or during unexpected challenges.
• Represent the organization with a positive, professional demeanor at all times.
• Review, interpret, and apply terms from contracts with hotels and event venues.
• Take initiative and exercise leadership in the planning, strategy, and execution of events with minimal supervision.
• Adapt quickly to changing circumstances, shifting priorities, and tight deadlines while maintaining high-quality results.

Education and/or experience:

• Bachelor’s degree preferred.
• 5+ years of experience in event or conference coordination, ideally within a professional or nonprofit setting.
• Experience coordinating events that include high-profile guests or speakers is highly preferred.
• Familiarity with event registration and project management tools is a plus.
• Valid work permit for the UK or UK citizenship required.