At a Glance
- Tasks: Plan and deliver exciting in-person and virtual events across the UK and Ireland.
- Company: Join a vibrant community focused on leadership and collaboration.
- Benefits: Competitive salary, travel opportunities, and a chance to work with senior executives.
- Other info: Dynamic role with opportunities for growth and travel across the UK and Ireland.
- Why this job: Be at the heart of impactful events that connect leaders and inspire change.
- Qualifications: Five years of event coordination experience and confidence with AV tech.
The predicted salary is between 35000 - 45000 £ per year.
The Opportunity
Our events bring the Vistage community together, from intimate roundtables to national Leadership Forums. We are looking for an Events Coordinator to support the delivery of a growing programme of in-person and virtual events across the UK and Ireland. This is a hands-on role for someone who takes pride in the detail and is confident working with a senior audience.
Responsibilities
- Event planning and coordination
- Plan and deliver a varied programme of in-person and virtual events across the UK and Ireland, from intimate roundtables to large-scale Forums and Headline events.
- Own the end-to-end event timeline, from initial brief through to post-event wrap-up.
- Coordinate AV production and technical requirements for both physical and virtual formats.
- Maintain event documentation, running orders, and briefing packs.
- Event delivery
- Coordinate all logistics including travel, accommodation, catering, signage, and delegate materials.
- Coordinate speaker logistics, from booking confirmation through to on-the-day contact.
- Brief and lead the on-site team, ensuring every element runs to schedule.
- Act as the operational point of contact on the day, resolving issues as they arise.
- Deliver post-event breakdown, supplier reconciliation, and feedback capture.
- Marketing and communications
- Work closely with the Marketing team to make sure landing pages are published before and after each event.
- Draft and deliver pre-event and post-event communications.
- Prepare and distribute invitations.
- Track registrations against targets and drive attendance through timely follow-up.
- Support social media activity around each event.
- Reporting
- Use Cvent, RegFox and Salesforce for registration management, data capture, and reporting.
- Produce post-event reports covering attendance, feedback, and spend.
- Sponsorship support
- Support the Partnership and Strategy Manager with sponsor set-up and on-site delivery.
- Help ensure sponsor deliverables are met at every event.
Qualifications
- Experience
- Five or more years coordinating high-quality events for a senior or executive audience.
- Experience delivering both in-person and virtual events.
- Confident with AV requirements and virtual platforms including Zoom and Microsoft Teams.
- Skills
- Able to run multiple events at different stages simultaneously.
- Excellent written and verbal communication, with the confidence to deal directly with senior executives and speakers.
- Proficient in Microsoft Office, particularly PowerPoint and Excel.
- Salesforce and Cvent experience is essential.
- Key attributes
- Proactive, detail-oriented, and calm under pressure.
- Strong problem-solver with sound logistical judgement.
- Comfortable working independently and as part of a small team.
- Reliable and trustworthy, full clean driving licence required.
- Willing to travel across the UK and Ireland, with occasional overnight stays.
Events Coordinator in Southampton employer: Vistage UK
Vistage is an exceptional employer that fosters a collaborative and dynamic work environment, perfect for an Events Coordinator looking to make a meaningful impact. With a strong focus on employee growth, we offer opportunities to develop skills in event management while working alongside senior executives in both in-person and virtual settings across the UK and Ireland. Our commitment to detail and excellence ensures that every team member feels valued and empowered to contribute to our vibrant community of leaders.
