Executive Events Officer - LE4 - DFAT - London

Executive Events Officer - LE4 - DFAT - London

Application Deadline: 8 October 2026

Department: Department of Foreign Affairs and Trade (DFAT)

Employment Type: Permanent - Full Time

Location: Australian High Commission, London

Compensation: £46,800 / year

Description

The successful applicant will be engaged as a locally engaged staff member by the Australian High Commission, London.

The Fair Work Act 2009 is not intended to apply to the employment of Locally Engaged Staff (LES) at Australia’s overseas diplomatic and consular missions. The successful candidate’s terms and conditions of employment will be governed by the laws of the United Kingdom.

Please be advised that the Australian High Commission, London does not assist with relocation. Any costs associated with taking up the position would be the responsibility of the successful candidate.

About the Department of Foreign Affairs and Trade (DFAT)

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high-quality overseas aid program and helping Australian travellers and Australians overseas.

The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

About the Position

Under the direct supervision of the Executive Assistant to the Head of Mission and in close consultation with the Executive Branch, the Executive Events Officer is responsible for coordinating all aspects of official and non-official functions and meetings from initial planning through to event completion, as required, by the Executive Branch.

Responsibilities include co-ordination of events at Australia House, the Official Residence and other locations as required. The position is required to liaise with high-level guests and stakeholders, liaise and coordinate events with HOM domestic staff, manage associated budgets and provide advice and guidance on protocol, etiquette and event management matters.

Key responsibilities of the position include, but are not limited to:

• Manage the end-to-end planning and delivery of representational events and functions including providing budget estimates for approval by High Commissioner/Deputy High Commissioner, developing guest lists, designing invitations, liaising with contract suppliers, creating event schedules and production agendas, designing event themes, décor and audio-visual elements, coordinating room setup and pack down, managing and running the event.
• Manage the High Commissioner’s representational budget and expenditure including adhering to representation policy and procurement guidelines, managing the allocated budget, submitting quarterly financial returns and providing budget estimates for approval by the High Commissioner.
• Develop and maintain a database of contacts across the Australian High Commission, ensuring priority stakeholders are identified, recorded and engaged in support of post’s representational and strategic priorities.
• Contribute new ideas and research to innovate and improve event processes and technologies at the mission to achieve post‘s strategic outcomes and increase efficiencies.
• Build and maintain productive relationships with key stakeholders and suppliers as potential partners of the High Commission.
• Manage supplier contracts, providing accurate briefs, adhering to tender processes, departmental policy and legal regulations, and monitoring performances against agreed KPIs.
• Maintain a representational events calendar to support strategic timeline planning, coordination with the Official Residence and effective budget management.
• Provide advice and guidance to the High Commissioner’s key stakeholders, including liaising with the High Commissioner’s spouse and Residence staff, on protocol, menu development, calendar and event management.
• Provide expert advice to stakeholders on the venue, suppliers, security and protocol for running separate events at the High Commission.
• Undertake research on future meeting participants, guests of honour and UK political and social contacts, maintaining a strong knowledge of UK and international protocol and etiquette, both social and corporate. Provide both verbal and written event briefings to the High Commissioner and other senior staff.
• Operate and maintain computer database of the Executive contacts. Develop data gathering tools and procedures utilising event management software.
• Maintain Executive Office supplies and manage inventory of linens, glassware, representational alcohol supplies and various other functions-related equipment as required.
• Undertake other ad-hoc duties as required.

Qualifications/Experience

• Demonstrated experience in event management, including delivering high-level VIP events.
• Budget monitoring experience, including effective management of supplier contracts and associated expenditure in accordance with applicable procurement and finance policy.
• Demonstrated experience in stakeholder mapping, contact database management and strategic guest list coordination, with strong judgement, discretion and attention to detail in a high-profile environment.
• Strong interpersonal skills with experience managing and coordinating teams, including hospitality and events staff.
• Experience in general hospitality management such as menu planning, table arrangements, seating plans, order of proceedings, and wine pairing.
• Excellent written and verbal communication skills.
• Experience with routine research tasks.
• Knowledge of the UK peerage system and UK etiquette.
• Experience in international diplomatic protocol (especially British Royal protocol).
• Proficiency in the full Microsoft Office Suite, including Microsoft Excel.
• Willingness to work outside of standard business hours.
• Ability to obtain and maintain an Australian Government security clearance is desirable but not essential.

Depending on your position, you may be required to undergo additional security and background checks and undertake specific Child Protection e-learning.

Selection Criteria

Please ensure you provide a response to each of the listed selection criteria below in your application. In your response, you must include relevant high-level examples from your experience that support your claims against the role.

The word limit is strictly 250 words per response to each selection criteria. The panel may not assess incomplete applications or responses which exceed the word limit.

A. Experience in end-to-end event management for high-level, VIP events, with experience in international diplomatic protocol and knowledge of UK etiquette.

B. Experience managing and maintaining budgets, including adhering to procurement and finance policy guidelines and managing supplier contracts.

C. The ability to take the initiative, manage competing priorities and organise work effectively and efficiently, completing projects and assignments with limited supervision.

D. Effective relationship building and communication skills with the ability to draft correspondence, undertake research and prepare event briefings and reports for senior stakeholders.

E. Strong IT skills, including the ability to maintain accurate databases and financial records, and to manage confidential information in a sensitive manner.

The Human Resources Section based in the Australian High Commission, London is responsible for managing all recruitment processes across the European region. Please direct any other queries to recruitment.london@dfat.gov.au.

We are committed to providing an inclusive and diverse workplace where all employees are valued. We appreciate the experiences, skills and perspectives of all individuals. We actively encourage applications from people from diverse backgrounds who share our values.

Benefits

Up to 11% employer pension contribution, flex time provisions, 20 days of recreational leave and up to 14 public holiday days.