Events and Marketing Officer

Role Overview

Reporting to the Head of Events, the Events and Marketing Officer will be accountable for the planning, delivery, execution, and evaluation of specific events assigned to them, adhering to costs and deadlines. The officer will support the Head of Events with the safe delivery of events by complying with necessary internal and external risk assessments and ensuring compliance with RWHA policies and procedures, escalating issues or risks where required.

The role involves shaping the annual events calendar, contributing innovative event concepts, and ensuring continuous improvement aligned with RWHA’s strategic priorities. Responsibilities include:

• Event budgeting and invoicing, including forecasting, invoicing, and variance reporting.
• Guest booking, event order logging, and query monitoring; preparation of invitations and guest lists; liaising with venues and third-party suppliers/partners; logistical arrangements and on-site coordination.
• Company representation at events and post-event follow-up (e.g., feedback collation).
• Developing opportunities for member companies’ practical engagement and event participation; coordinating meetings, securing sponsorship/partnership opportunities, and tracking supplier support.
• Providing guidance and instruction to the Warrants and Administrative Assistant who supports event-related work.
• Working alongside the Head of Events and supporting the Director of Warrants in preparing the communications calendar, suggesting appropriate scheduling, and managing release dates.
• Collating copy and images from stakeholders such as the RWH Charity and QEST and using preferred communications and marketing platforms to publish and deliver content, ensuring consistency with the Association’s brand and communications calendar.
• Ensuring the accurate and effective use of the Association’s database, Salesforce, ensuring accurate engagement tracking, and producing regular statistical reports for senior management.
• Providing professional ‘front-of-house’ duties relating to the Events team, including answering the external Event team telephone line, managing office queries, and receiving visitors and deliveries.
• Setting up meetings related to the Events team appropriately and delegating routine tasks while focusing on Officer-level responsibilities.
• Building and maintaining relationships with venues, suppliers, sponsors, and member companies, securing partnerships and sponsorships that enhance event delivery and member value.
• Representing the organisation at events, overseeing logistics, staff and volunteer coordination, and ensuring a professional, high-quality member experience through excellent engagement and event hosting.
• Leading feedback collection and analysis, producing reports with actionable insights to improve future programming.
• Developing event collateral and marketing outputs that adhere to brand guidelines.

This list of responsibilities is not exhaustive. Due to the nature of the role and the small team, a high degree of flexibility is required.

Key Contacts and Relationships:

• RWHA Team
• The President and Members of the Council
• Local Associations
• RWHA Member companies
• RWH Charity
• The Queen Elizabeth Scholarship Trust (QEST)

Person Specifications:

• Proven experience in an events and marketing officer’s role; events experience in a B2B environment highly desirable.
• Proficient in using digital marketing tools and producing social media content.
• Effective communication skills (written and verbal) with meticulous and accurate attention to detail.
• Strong interpersonal skills with a confident, professional manner in customer-facing environments.
• Excellent organisational and time management skills, able to multi-task, with a flexible, ‘can do’ attitude.
• Initiative-taking, with the ability to work independently and on initiative, but able to work well in a small team.
• Exercise sound judgment and excellent independent problem-solving skills.
• Ability to work under pressure, with an adaptable approach to work, where priorities can often change.
• Outstanding IT skills in Excel and MS Office Suite; experience in updating websites.
• Experience in working with a database (Salesforce experience desirable); experience in consulting with multiple stakeholders.
• Flexibility to work evenings and occasional weekends, when required.

Application: Email applications (Covering Letter)