Events Coordinator Apprentice (Hospitality Supervisor - Level 3) in London

This 18-month apprenticeship is a great opportunity to begin or advance your career in the events industry while earning a Level 3 Hospitality qualification. The successful candidate will be enrolled on a Hospitality Supervisor (Events) - Level 3 apprenticeship through Hospitality Industry Training (HIT).

Company Description: Trinity House Events manages Trinity House, a Grade I-listed Georgian venue on Tower Hill with exclusive views of the Tower of London. The venue features five elegant rooms, each adorned with historic paintings and artefacts, and is always hired on an exclusive-use basis. Trinity House hosts a wide range of events, including weddings, conferences, board meetings, and formal or informal dinners for up to 130 seated or 200 standing guests. The in-house events team has extensive experience in hospitality and catering, supporting clients from planning through to delivery.

Role Description: The Events Coordinator Apprentice is a full-time, on-site role based in London, with an option of working from home up to 2 days a week, depending on business needs. This apprenticeship supports the events team with planning, coordinating, and delivering a variety of events, from initial inquiry through to post-event follow-up. Day-to-day responsibilities include assisting with client communication, preparing proposals and event schedules, managing booking details, and maintaining accurate records and databases. The role also involves coordinating with catering and other suppliers, supporting venue set-up and breakdown, and helping ensure all events run smoothly and safely. The apprentice will learn best practices in event logistics, customer service, and sales support while contributing to the smooth operation of this high-profile venue.

PURPOSE OF JOB: To assist Head of Events and the Senior Events Manager in running Trinity House Events Department and to provide general administrative support as required.

ROLE SUMMARY: To support the Head of Events and Senior Events Manager in all aspects of their work, to assist in the growth and business development of the events enterprise, the promotion and marketing of the House as a venue, and the planning and preparation of events, attending and taking overall responsibility as required for the smooth co-ordination and delivery of services to the satisfaction of the client and in accordance with the standards of Trinity House.

KEY TASKS:

• Promote TH to new and existing clients for their events and contribute to the development of promotional material to attract new business.
• Respond to client venue enquiries in a timely manner.
• Show potential and existing clients around the House, explaining its history and artefacts.
• Assist with client contracts ensuring accuracy of proper documentation.
• Liaise with clients to establish their requirements using the Corporation approved lists, discuss their budget, and maintain regular communication with stakeholders via phone, email or meetings.
• Liaise with approved caterers, AV providers, florists, furniture hire and other suppliers, obtain quotations, confirm bookings and coordinate deliveries and collections in line with Trinity House procurement guidelines.
• Assist with managing the logistics of all suppliers on site.
• Assist in managing monthly supplier commission invoicing, the accredited supplier list, ensuring that all documentation/insurance is up to date.
• Assist with sourcing required support staff for events and manage as necessary to attain required standard of service.
• Assist with the preparation and turnaround of rooms for events, and welcome clients, being prepared to deal with any special requirements/assistance.
• Assist the Events team in planning the Corporation’s main internal events, including lunches and dinners as required.
• Assist with preparing and distributing the weekly events sheets and floor plans to Trinity House staff, ensuring all operational details (room layouts, AV, catering, security) are agreed and clearly communicated.

SKILLS, EXPERIENCE AND QUALIFICATIONS:

• Enroll in qualification in a Hospitality Supervisor – Events (Level 3) via Hospitality Industry Training (HIT).
• Foundational skills or strong interest in Event Planning and Event Management, with an eagerness to learn how to deliver professional events end to end.
• Effective Communication skills, including clear written and verbal communication with clients, colleagues, and suppliers.
• Interest or initial experience in Sales, including handling inquiries, supporting venue show rounds, and assisting with proposals.
• Strong organizational and time-management skills, with the ability to handle multiple tasks and deadlines in a fast-paced environment.
• Comfort working on-site during events, including some evenings or weekends as required by the events schedule.
• Proficiency with basic office software (e.g., email, word processing, spreadsheets).

PERSONAL ATTRIBUTES:

• Customer focused mindset with a commitment to delivering exceptional guest and client experiences.
• Confident client facing with a professional, calm manner and strong written and verbal communication.
• Team player who collaborates effectively with colleagues across Commercial Services, Charity, Estates, Security and Facilities.
• High levels of integrity and discretion, comfortable working in a prestigious setting with senior stakeholders, donors and partners.
• A collaborative, adaptable approach and willingness to take initiative and learn from experienced team members.

ADDITIONAL INFORMATION:

• Travel - Occasional off-site journeys to networking events/meetings.
• Working Hours - 41.5 hours per week (varied, according to the demands of the job with frequent weekend and evening work during busy periods).