Event Coordinator - London in City of Westminster

Company Overview

Olympia Events is more than an exhibition venue, conference centre and live‑event space – it’s an inspiration. Against a backdrop of grand Victorian architecture, the seven connected spaces inspire engagement and enjoyment. Olympia Events is recognised in the industry for exceptional levels of customer service and support, and our numerous awards are testament to our clients’ satisfaction. Beyond the walls of our venue, Olympia is on the ground, working to invest in people, strengthen our communities, and protect the environment.

Job Purpose

The Event Coordinator plays a central role in ensuring exceptional event planning and delivery within the ICC's premium conference and meeting spaces. Acting as the primary pre‑event lead, you will guide organisers through a seamless planning journey, translating their objectives into clear operational plans and ensuring every detail aligns with ICC's service standards. On event days, you will be the key client contact, working closely with Duty Managers, Assistant Hospitality Managers, AV teams, venue partners and the wider operational groups to deliver smooth, high‑quality experiences. The role also contributes to the development towards the Event Managers role by supporting the wider Olympia Event Management team on exhibition style activity in the halls, gaining hands‑on experience as part of your growth pathway. This role also oversees the day‑to‑day running and internal bookings for the meeting room suite, ensuring it remains a well‑operated, premium environment for colleagues and stakeholders across the estate.

Responsibilities

• Event Planning and Coordination
  • Support the General Manager and operational team with pre‑event planning tasks.
  • Act as the main point of contact for ICC clients during planning, offering warm, proactive and informed support.
  • Lead on all pre‑event coordination including schedules, operational briefs, room layouts, resource planning and supplier liaison.
  • Capture organiser requirements accurately and communicate them clearly to all internal teams.
  • Prepare documentation including welcome packs, planning templates and operational checklists.
  • Maintain organised and accurate event files, ensuring compliance with departmental procedures.
  • Support client meetings, show rounds, virtual calls and planning discussions.
  • Manage administrative tasks including licence renewals, logs, access cards, parking, catering vouchers and team schedule.
• Event Delivery
  • Act as the lead onsite contact, ensuring clients feel supported, reassured and confident throughout delivery.
  • Work closely with Duty Managers, Assistant Hospitality Managers and AV to ensure all operational elements run smoothly.
  • Liaise with venue partners and contractors to ensure premium service delivery.
  • Conduct room readiness checks and ensure set‑ups match plans.
  • Resolve any issues efficiently, escalating to Duty Managers where necessary.
  • Ensure all client requests are actioned promptly with a hospitality‑led approach.
  • Complete all post‑event processes including feedback, debriefs and file closure.
• Development Support – Exhibition Delivery
  • Work with Event Managers to support exhibition style events in the halls, gaining valuable exposure to larger‑scale operational delivery.
  • Assist with planning tasks, organiser communication and onsite support as part of your development towards an Event Manager role.
  • Build strong working relationships with wider venue teams to understand cross‑venue processes.
• Meeting Room Suite Operations
  • Oversee daily operations of the meeting room suite, ensuring rooms remain presentable, functional and aligned with premium standards.
  • Manage internal bookings and coordinate set‑ups, hospitality and AV requirements.
  • Conduct readiness checks and support colleagues using the space.
  • Provide day‑to‑day customer service to internal stakeholders.
• Cross‑Team Collaborations
  • Work collaboratively with Logistics, Hospitality, FM, Sales, CX and Venue Operations teams.
  • Ensure accurate, timely information sharing across all departments.
  • Support customer feedback and escalates themes where required.
  • Contribute to a cohesive organiser experience that reflects ICC's service ethos.
• Sustainability Commitment
  • Engage fully with The Grand Plan, completing all required training and promoting sustainable practices.
  • Seek ways to reduce waste and improve the sustainability of the ICC operations.

Qualifications and Experience

• Experience in event coordination, event administration or hospitality operations.
• Confident client‑facing experience with a warm, professional manner.
• Understanding of venue operations, conference planning or event delivery (desirable).
• Experience with CRM or event management systems (desirable).

Skills & Abilities

• Excellent organisational, administrative and multitasking skills.
• Strong communication skills with the ability to build trusting relationships.
• Calm under pressure with strong prioritisation skills.
• Proficient in Microsoft Word, Excel and PowerPoint.
• High level of initiative and ability to learn new systems quickly.
• Collaborative team player with excellent personal presentation.

Attributes & Behaviours

• Hospitality‑driven with a genuine commitment to exceptional service.
• Curious, ambitious and motivated to develop into an Event Manager role.
• Positive, proactive and solution‑focused.
• Flexible to work hours that reflect the event calendar.

Legal and Equality Statements

Olympia Events is fully committed to ensuring the safety and wellbeing of all children, young people and adults at risk (vulnerable groups) that attend our premises. As a consequence, Olympia Events may require any successful applicant to complete a DBS Check prior to working in our business. Olympia Events is committed to Equality, Diversity and Inclusion and accepts all its people to have a positive commitment to EDI by treating others fairly and not committing any form of discrimination, victimisation or harassment and to promote positive working relationships amongst employees and stakeholders. This Job Description is not intended to be exhaustive; the duties and responsibilities may therefore vary in accordance with the changing needs of the business.