Events Coordinator in London

Frontiers is a global open‐access research publisher committed to making science open. We are looking for a detail‐oriented and proactive Events Coordinator to support the planning and delivery of Frontiers' participation in conferences and external events worldwide, and to contribute to other events within the events and workplaces portfolio as needed.

You will play a key role in ensuring Frontiers is represented consistently and professionally across external and self-organized events: managing logistics from start to finish so our teams can focus on building meaningful connections, community, and visibility. This is a hands‐on role suited to someone who enjoys managing multiple projects at once, coordinating people and suppliers, and turning complex logistics into seamless experiences.

Responsibilities

• Plan, organize, and deliver the logistical elements of Frontiers' participation at external and self-organized conferences, meetings, and exhibitions.
• Coordinate end‐to‐end event logistics, including registration, booth design, shipping, travel arrangements, and on‐site operations.
• Serve as the central point of contact for internal teams, providing guidance, templates, and best practices to streamline execution.
• Manage relationships with vendors, venues, and suppliers (booth builders, AV, shipping, catering, etc.) to ensure high‐quality, on‐brand delivery.
• Monitor budgets, contracts, and timelines, ensuring compliance with internal processes and value for money.
• Collaborate with Brand, Design, Marketing and Communications teams to ensure consistent and professional representation and collateral.
• Capture feedback and performance metrics to inform continuous improvement and post‐event reporting.
• Maintain clear documentation, checklists, and event calendars to ensure coordination and visibility across teams.
• Support other internal events and initiatives within the events and workplaces portfolio as needed.

Qualifications

You are an experienced event coordinator or logistics professional who thrives in a fast‐moving, international environment. You manage multiple deadlines with ease, anticipate needs, and stay calm under pressure. You are practical, collaborative, and take pride in delivering well‐run, memorable events.

Preferred Qualifications

• 3+ years of experience in administration, event coordination or project management, ideally in a corporate or international setting.
• Excellent organizational skills and strong attention to detail.
• Confidence managing multiple projects, stakeholders, and suppliers simultaneously.
• Clear and professional communication skills (written and verbal).
• Experience working with project management and budgeting tools.
• A proactive, problem‐solving mindset and ability to adapt when plans change.
• Willingness to travel internationally as required.
• Business‐level English (native or near‐native proficiency).

Additional skills

• Experience working with hybrid or distributed teams.
• A focus on sustainability in event planning.
• Additional European language skills.

Benefits

We provide a range of benefits across our global locations, including but not limited to:

• 4 additional wellbeing days in addition to existing annual leave allowance.
• Access to learning platforms and dedicated learning & development time.
• A range of wellbeing initiatives, including free online yoga classes and an employee assistance plan.
• Employees can dedicate three days each year to volunteer.
• Additional benefits depending on your location (e.g. pension plan and private medical care).

Equal Opportunity

Frontiers actively embraces diversity and is a safe and welcoming workplace. Recruitment is free from discrimination – including based on race, national or ethnic origin, age, religion, disability, sex, gender identity or sexual orientation. With employees from more than 50 different nations, our diversity creates vibrant teams and constantly challenges us to appreciate multiple perspectives.