Regional Events Coordinator in Guildford, Surrey

LOCATION: Florida (Hybrid), preferably based in Orlando

JOB PURPOSE

Support the successful planning and execution of Nord Anglia Regional Events, with a focus on travel, logistics, communication, and operations.

JOB RESPONSIBILITIES

• Engagement and Interaction: Develop excellent relationships with all key stakeholders internal and external.
• Logistics and Operations: Coordinate and support travel logistics and operational delivery of regional events.
• Book and manage participant and chaperone flights.
• Align bookings with event itinerary & requirements as well as budgetary goals.
• Communicate travel itineraries to manager for timely inclusion in collaboration folders.
• Liaise with school leads for confirmations, passenger lists, rooming lists, and other planning details, with continued follow-ups.
• Maintain accurate travel trackers, confirmations, checklists for the team, schools, and vendors.
• Monitor all flights and legs of travel; proactively alerting issues and communicate to manager for any itinerary adjustments.
• Respond to travel delays, itinerary changes, and/or cancellations, helping to identify and implement effective solutions while providing support to school travelers.
• Create and maintain detailed event timelines and schedules to support smooth execution and timely completion of tasks.
• Facilitate clear and consistent communication with schools, parents, and other key stakeholders.
• Vendor Relationship Management: Identify, negotiate, and work closely with vendors, suppliers, and contractors to negotiate contracts and secure necessary services and resources, ensuring accuracy, timeliness, and alignment with event goals.
• Build and maintain strong relationships with airlines, agents, transportation providers, hotels, and other event partners.
• Post-Event Evaluation: Conduct post-event evaluations to review travel operations, event execution, and stakeholder experience.
• Gather feedback from attendees and stakeholders to gauge satisfaction levels and make recommendations for future events.
• Support the team in identifying efficiencies to continuously improve travel and operational processes.

JOB REQUIREMENTS

• Bachelor's degree in Event or Project Management, Business, Travel, Hospitality, or related field.
• Proven experience of at least 3 years in event logistics, trip and travel planning and management, or hospitality operations, with a successful track record of executing a variety of trips.
• Excellent organizational skills with the ability to deliver on immediate priorities and plan for future needs.
• Ability to contribute to a range of projects running simultaneously, maintaining high standards.
• Highly developed inter-personal skills and a collaborative approach to work.
• Ability to work independently, displaying initiative and creativity.
• Well-developed written and oral communication skills.
• Able to prioritise, meet targets within deadlines and surpass expectations.
• Strong team player able to put the team's needs above one's own when required to do so.
• Effective and productive in a home-working environment.
• Good cross-cultural, interpersonal and communication skills to interact with diverse nationalities.
• Results orientated with the ability to consistently map efforts against identified KPIs.
• You'd like to work in a purpose-led sector.
• Proficiency in event management software and tools, as well as Microsoft Office suite.
• Creative problem-solving abilities and a proactive approach to overcoming challenges.
• Flexibility to work evenings, weekends, and holidays, as required by event schedules.
• Multilingual a plus.