London Office Coordinator (m/f/d) in City of Westminster

About the Job

ECFR, in close cooperation with Mandate, is launching a project marking the 10-year anniversary of the Brexit referendum. Building on this milestone, the project will explore how UK–EU relations are evolving in a changing global context, combining research, polling and policy analysis to identify opportunities for strengthened cooperation between Europe and the UK. To support the delivery of this initiative, we are seeking a London Office Coordinator to contribute to the implementation of the project’s advocacy and outreach activities. The role will be responsible for coordinating project plans, organising in-person and online events, supporting stakeholder engagement, and ensuring the smooth day-to-day running of the London office.

Working closely with the Advocacy Manager and the EU–UK Campaign Manager, the role provides essential organisational support to ensure activities are delivered on time, to a high standard, and in line with project objectives. The successful candidate will have a strong understanding of the UK political landscape and policy context, prior experience in project coordination and event delivery within policy, think tank, NGO or similarly stakeholder-driven organisations. They will be proactive, well organised and comfortable managing tasks independently in a fast-paced environment.

Main Responsibilities

• Project and Advocacy Coordination: In collaboration with the Advocacy Manager and EU-UK Campaign Manager, contribute to the planning and delivery of the EU-UK Project work plan and London office activities. Monitor project timelines, priorities and deliverables, ensuring activities are coordinated effectively and risks or delays are escalated where necessary. Oversee the day-to-day administration and coordination of project activities, ensuring effective organisation, cross-team communication and compliance with donor and grant requirements. Manage project content across digital platforms, including the website and social media channels, ensuring clear, consistent and engaging communications. Contribute to advocacy, outreach and communications activities in alignment with ECFR’s wider institutional priorities. Assist with the financial administration, including invoice processing, expense tracking and expenditure monitoring.
• Events and Stakeholder Engagement: Organise and coordinate virtual and in-person events, including logistics, venue management, invitations, guest lists, speaker liaison and briefing materials. Support on-site event delivery, supplier coordination and post-event reporting and evaluation. Maintain accurate stakeholder records and engagement activity within the CRM system. Liaise with policymakers, civil society organisations, media contacts, partners and Council Members to support outreach and stakeholder engagement activities. Contribute to coordination across ECFR’s national office network and represent ECFR externally where appropriate.
• London Office and Administrative Support: Help ensure the smooth day-to-day running of the London office, including internal meetings and team coordination. Support the preparation of campaign materials, stakeholder briefings, internal updates and outreach communications. Coordinate internal reporting processes and contribute to progress updates for leadership, donors and partners.
• Cross-Functional Collaboration: Work closely with internal teams, consultants and external partners to support smooth operations and to ensure alignment on priorities and timelines. Contribute proactively to team planning, problem-solving and continuous improvement initiatives.

Person Specification

• Education: Bachelor’s or master’s degree in international relations, political science, communications or related field.
• Experience: 2-4 years’ experience in a project coordination, events or advocacy-related role within a policy, think tank, NGO or similar organisation environment. Proven experience coordinating and delivering events (virtual and in-person), including stakeholder engagement and logistical management. Excellent written and verbal English communication skills is essential. Demonstrable understanding of the UK political and foreign policy landscape, including key institutions, think tanks and stakeholder networks, alongside knowledge of European politics, EU decision-making processes and EU foreign policy. Basic understanding of budget management and financial administration, with the ability to support budget tracking and reporting, expense monitoring and invoice processing in a project environment is desirable.
• IT requirements: Essential proficiency in MS Office 365 and online collaboration tools e.g. Zoom, Teams. Experience using CRM systems e.g. CiviCRM or similar. Knowledge of content creation and design tools e.g. WordPress, Canva an advantage. Basic understanding of data protection principles, and secure handling of sensitive information.
• Skills and Abilities: Strong organisational and coordination skills, with the ability to manage multiple workloads simultaneously, prioritise effectively and work in a fast-paced environment. Ability to take ownership of tasks and deliverables, working with initiative while remaining aligned with senior guidance and team priorities. Excellent stakeholder management skills, with confidence engaging with internal teams and senior external partners. Ability to work independently and as part of a multi-disciplinary and international team, fostering a collaborative work culture. High attention to detail, with a reliable and quality-driven approach to work. Strong written and verbal communication skills, with attention to clarity, tone and accuracy. Proactive and solutions-oriented mindset, with the ability to anticipate needs, identify risks early and respond appropriately. Flexible and adaptable approach, with willingness to learn and operate in a dynamic policy environment.

Special conditions: Some flexibility outside standard working hours may be required during key events (e.g. early mornings or evenings), along with occasional, limited travel.

What we offer: Fixed-term contract for one year, with the possibility of extension. Competitive salary according to profile. Competitive UK-benefit package (group health insurance, pension scheme and generous leave allowance). Flexible & hybrid working model. Convenient office location in the heart of London. Stimulating and open work culture at an innovative and renowned pan-European think tank. Opportunity to collaborate with highly motivated and committed colleagues from diverse backgrounds.

ECFR is an equal opportunities employer. We are committed to creating an inclusive working environment and do not discriminate on the basis of race, ethnicity, gender, disability, age, sexual orientation, religion or belief, or any other protected characteristic.