Event Coordinator

Event Supervisors are responsible for the administration, logistics planning and delivery of domestic and international events.

Collaboration is vital with event teams across the organisation and with external partners and suppliers, all of whose contributions are vital to our role at the centre of the UKs public diplomacy work. You will meet and interact with individuals from many countries and walks of life.

You will be an organised problem solver who thrives under pressure and handles last-minute changes effortlessly. Event Supervisors proactively manage multiple events at the same time, prioritising tasks and completing them within agreed timelines and to consistently high standards.

In return for your enthusiasm and commitment, we will provide a stimulating and rewarding position, with excellent development options and a highly supportive work environment.

Key responsibilities

• As an Event Supervisor you will collaborate within event teams on planning, managing invitations, monitoring inboxes, and ensuring smooth logistical coordination.
• The role requires excellent customer service and effective communication with participants, speakers, external clients, and suppliers.
• Your responsibilities include liaising with our travel agent and transport providers for international flights and local taxis and ensuring visas are arranged. You will handle event budgets, approve invoices, and process reimbursements.
• Proficiency in IT and managing databases, ensuring GDPR compliance, is essential. You will manage the online portal, registrations and troubleshoot issues. Youll use Teams on a daily basis and Microsoft Office to create event documents that align with Wilton Parks branding guidelines.
• As part of a friendly and highly collaborative wider team, you will work with operational departments (catering, facilities, security) and share accurate and up-to-date information regarding accommodation, travel, dietary requirements, meeting room layouts, timetables etc.
• You will support front of house to ensure event smooth delivery to the highest standards, and make sure our partners and clients are satisfied with every aspect of the event.
• As we also deliver events in other venues, we may ask you to travel within the UK and overseas, including long-haul and to some countries where specialised training may be required.
• As an ambassador for Wilton Park and the wider Civil Service, youll demonstrate values of creativity, ambition, collaboration and respect, while continuously seeking improvements and supporting colleagues in various duties and projects.

Benefits

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