Events Coordinator

4 weeks ago

CambridgeNarrows, Canada Ann Pettengell Full time
Please get in touch if you would like to discuss this role.

We are seeking a professional Events Coordinator, with extensive experience of managing events online and in-person. As the Events Coordinator, you will be responsible for planning, coordinating, and executing high-impact meetings and events, primarily held online, as well as providing administrative support for in-person meetings, visits, and offsite events. In addition to serving as the primary expert and manager of meetings and events, the role also involves providing general administrative support across the team and collaborating closely with other administrative staff.

To be considered for the role of Events Coordinator, the successful candidate will bring extensive experience of managing events online and in-person, with proficiency across the administration of online meetings and webinar platforms and features. You will demonstrate strong organisational skills, confident to handle competing demands and work to short timescales and deadlines. You will also demonstrate excellent interpersonal skills, with a cultural awareness for working with a range of international stakeholders.

Working 37.5 hours a week, the role holder will be required to work on-site but may also work for part of the week remotely, the working pattern is to be agreed with the hiring manager. Given the global nature of the Initiative, the role may require some flexibility on working hours outside of standard office hours and occasional travel outside of the UK may be required.

KEY DUTIES

Online Meetings and Webinar Management

1. Responsible for the administration and coordination of online meetings, webinars, and other events with key stakeholder groups both UK and Worldwide.
2. Responsible for the management of webinars and other online events; setting up event registrations, working with the relevant teams to advertise events appropriately and selecting the right platform and tools to support an effective and engaging event for the audience.
3. Manage the event calendar, schedule calls, and distribute diary invitations.
4. Utilise platforms such as Microsoft 365, Teams, and Zoom to ensure seamless event experiences (breakout rooms, recording, etc).
5. Send set-up updates and reminders to maximise participation, recording registrations and attendance.
6. Support meeting and event Chairs in developing and sharing agendas, liaising with speakers to ensure smooth event execution, including gathering pre-event materials and managing logistical and technical requirements.
7. Provide hosting assistance, technical support, and Q&A moderation as needed.
8. Capture key outputs such as minutes or action points, and develop event summaries if required, working with the Communications team for follow-up.
9. Ensure adherence to AI policies, GDPR compliance, and impact measurement for event calls.
10. Budget and cost management and reporting.

In-person Meetings

1. Responsible for providing administrative support for in-person meetings, visits, and offsite events involving internal and external stakeholders in the UK and abroad. This may include events co-hosted with affiliated organisations.
2. Oversee the coordination of event logistics to ensure seamless execution (identify and book venues and suppliers).
3. Arrange and manage travel and accommodation for team participants.
4. Handle expense tracking and reimbursement processes.
5. Book and coordinate speakers, gather bios for the Comms teams, assemble information packs for speakers, coordinate delegates and hosts.
6. Compilation and dissemination of event outputs including publications, videos, other materials, and documents.
7. Budget and cost management and reporting.
8. Workshop facilitation, with speakers, venues, technical teams, security, etc.

Administrative Support

1. Responsible for/working with administrative colleagues to deliver support across all areas, and covering for absence as needed.
2. Managing team calendars.
3. Handling correspondence and enquiries (with others).
4. Conference attendance management/coordination.
5. Preparing reports and presentations.
6. Assisting with budget tracking for events.
7. Support the Communications teams by updating website in respect of events, and making/scheduling social media posts as required.

SKILLS AND EXPERIENCE

1. Extensive experience of managing events online and in-person.
2. Proficient in the administration of online meeting and webinar platforms and features e.g. whiteboard, polling, breakout rooms, recordings, and transcripts.
3. Experience in an administrative role.
4. Prior experience in event production (desirable).
5. Strong organisational skills with close attention to detail whilst also retaining a comprehensive vision of the big picture.
6. Cultural awareness, for working with a range of international stakeholders.
7. Strong interpersonal skills, to ensure constructive engagement with all stakeholders.
8. Deals effectively with technical issues or obstacles.
9. Listens actively and synthesises discussions into clear, concise points.
10. Problem-solves and negotiates effectively.
11. Effective and efficient time manager, prioritises in the face of competing demands, works to short timescales and deadlines.
12. Works independently without supervision as well as collaboratively as part of a team.
13. Maintains confidentiality, handling sensitive information with tact and discretion.
14. Has an understanding or interest in the international climate change agenda and corporate climate action.

To apply for the role of Events Coordinator, please send a covering letter together with a copy of your CV in MS Word.

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