Event Coordinator in London

The Chartered Institute of Export & International Trade (CIOE&IT) is the leading association of exporters and importers, providing education and training to professionalise the UK’s international traders. Founded in 1935, we were granted a Royal Charter by His Majesty King Charles III in 2023 in recognition of our contribution to international trade.

Based in Peterborough and London, the CIOE&IT is fast-growing as demand for our digital training and education products grows after the UK’s transition from the EU. As a partner with the UK government, we deliver national and international programmes, acting as champions for the UK, and establishing UK processes and standards globally.

We are now recruiting an Events Coordinator to work in our London office and support the Events team.

Job Brief

The role will work within the Events team, providing administrative and organisational support to the Head of Events and Senior Events Coordinator across the Chartered Institute of Export & International Trade’s programme of conferences and events, delivered both online and in person. This role will support the smooth running of a busy and varied events portfolio, assisting with day-to-day event administration and coordination tasks. You will work closely with colleagues across the organisation, particularly within the wider Corporate Affairs team, including editorial and public affairs, to support effective communication and delivery of events.

Responsibilities

• Coordinate the planning and delivery of a programme of in-person regional events, under the direction of the Head of Events.
• Manage the administrative and logistical arrangements for assigned in-person events, including venue liaison, registrations, attendee communications and event materials.
• Support the setup and administration of events, including creating event listings, managing registrations and maintaining accurate attendee data.
• Assist with speaker administration, including tracking confirmations, collecting biographies, photos and presentation materials, and maintaining speaker records.
• Support the delivery of online events by assisting the Senior Event Coordinator with webinar setup, attendee management, technical checks and live event administration.
• Assist the Head of Events with in-person conference logistics, including preparing materials, coordinating suppliers’ information and supporting on-the-day delivery as required.
• Provide administrative support for exhibitors at the Chartered Institute’s key conference, including managing exhibitor information, responding to routine enquiries and supporting pre-event communications.
• Own the administration and delivery of the event app for the Chartered Institute’s key conference, including managing content uploads, user access, testing and on-the-day support.
• Act as a first point of contact for event-related enquiries via the shared inbox, responding professionally and escalating where appropriate.
• Support post-event processes, including issuing feedback surveys, collating responses, updating systems and assisting with reporting.
• Maintain organised and accurate records of event information and documentation in shared systems.
• Work collaboratively with colleagues across the Corporate Affairs team, including editorial and public affairs, to support effective event delivery.
• Provide support across other major Chartered Institute events, including the International Trade Awards, AGM and Graduation Ceremony, assisting with planning, logistics and delivery as required.

Desired Skills Set and Experience

• Demonstrable experience working in an events or conference role.
• Demonstrable experience supporting the planning and delivery of in-person and online events.
• Experience managing a defined set of events with a degree of autonomy, under senior guidance.
• Strong organisational skills, with experience managing multiple tasks, deadlines and stakeholders.
• Confident using standard office systems and event-related platforms, including email, calendars, spreadsheets, databases or CRM systems.
• Comfortable communicating with internal teams, external suppliers, speakers and stakeholders in a professional manner.

Benefits

• 36.5 hours per week including 4pm Friday finish
• 25 days annual leave and day off for your birthday too
• Annual performance-related bonus
• Employee Assistance Programme (EAP)
• Life Assurance (Salary x4)
• A range of discounts for shopping, holidays and cinema attendance