Events and Membership Assistant in London

Based in: London (or being able to travel to London at least once a week)

Workplace type: Hybrid

About IBDE

International Business and Diplomatic Exchange (IBDE) is a London-based not-for-profit membership organisation providing leadership in promoting commerce, international trade and investment flows across sectors, including financial and professional services, energy, aerospace and defence, manufacturing, healthcare, hospitality, technology, innovation, and telecommunication industries. We champion economic diplomacy to help inform international trade and investment policy as well as build economic prosperity and security for the benefit of all.

About the Role

We are seeking a highly motivated and detail-oriented Events and Membership Assistant to support the delivery of IBDE’s wide-ranging programme of activities and to contribute to the organisation’s membership engagement and administration. The role is ideal for someone with excellent writing skills, commercial awareness, and a strong interest in international affairs, business, and diplomacy.

Key Duties, Activities and Responsibilities

• Event Delivery and Support
• Support the events team in delivering IBDE’s programme of activities - including networking events, launches, workshops, dinners, breakfasts, roundtables, and conferences ranging from 10 to 200+ participants.
• Work closely with the team to develop and manage invitee and guest lists for each event.
• Maintain and update IBDE’s CRM database and event records accurately.
• Support all logistical aspects of IBDE’s activities, including venue liaison, coordination with hosts and speakers, guest list management, agendas, invitations, registration, and on-site support.
• Draft, proofread, and manage event-related correspondence, ensuring accuracy and timely delivery.
• Assist with preparing printed and digital materials such as name badges, seating plans, event briefs, joining instructions, guest booklets, and presentation slides.
• Support event-day operations: welcoming guests, managing last-minute changes, liaising with venues and catering, and ensuring smooth delivery.
• Support post-event administration, including thank-you notes, follow-up communications, summaries, surveys, and social media updates.
• Contribute ideas and initiative to improve event quality and member engagement.
• Membership Administration and Engagement
• Maintain accurate membership records and update the CRM system to reflect renewals, new members, and engagement activity.
• Support membership renewals and follow-ups, including preparing and sending reminders and acknowledgements.
• Assist with onboarding and relationship management of members through timely, professional, and high-quality communication.
• Coordinate membership-related correspondence, ensuring timely and professional engagement with current and prospective members.
• Help track and prepare membership reports and lists for internal use.
• Support the promotion of membership benefits and upcoming activities through events, newsletters, and other communications.
• Work with the team to strengthen member retention and identify new membership or sponsorship opportunities arising from events and networking activities.

Skills and Experience

• Exceptional attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills, including proofreading and editing.
• Ability to perform well under pressure and manage multiple priorities.
• Strong organisational, planning, and problem-solving skills.
• Analytical and report-writing skills of a high standard.
• Excellent interpersonal skills and professional presentation.
• Commercially minded, understanding how events and other engagement programmes support IBDE’s membership and commercial objectives.
• Proficient in Microsoft Word, Excel, PowerPoint, and PDF editing.
• Understanding of, and interest in, international affairs, trade and investment policy, and economic diplomacy.
• Familiarity with event planning, coordination, and CRM systems.
• Ability to travel to London at least once a week for IBDE activities.
• Experience supporting membership schemes or client relationship management.
• Academic or career background in public policy, economics, trade, diplomacy, or international relations.
• Experience or interest in working with large corporations, government departments, or diplomatic missions.
• Experience in digital communications or social media (e.g. LinkedIn, Mailchimp).

Qualifications

Degree or equivalent, preferably in business administration, marketing, events management, economics, political economy, public policy, law, finance, international business, diplomacy, or international relations.

Personal Attributes

• Exceptional attention to detail and time management.
• Strong initiative and ability to work independently.
• Enthusiastic, adaptable, and reliable.
• Discreet and professional.
• Well-organised and calm under pressure.
• Positive team player with a genuine interest in IBDE’s mission.
• Willingness to learn new skills and take on new responsibilities.
• Willingness to work occasional evenings (receptions, dinners, and meetings).

Additional Responsibilities

The above list of duties is not exclusive or exhaustive. The post holder may be required to undertake other reasonable tasks within the scope of the role.

What IBDE Offers

• Salary: £28,000 per annum.
• Mentoring, training and professional development.
• Hybrid working (typically two days per week in office or on-site).
• Exposure to high-level stakeholders, including C-suite executives, government ministers, and ambassadors.
• Clear opportunity for career progression based on performance.
• 33 days annual leave (inclusive of public holidays).
• Private health insurance.

IBDE is an equal opportunity employer.