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Events Coordinator

Job Description

Job Description

Our client is an organisation established in 2013 to help organisations achieve greater gender diversity at senior levels and to support individual women as they prepare for leadership roles. They are a small but fast-growing organisation, which provides a range of services including great leadership development programmes, one-to-one coaching, diversity audits and diagnostic tools., Our client is looking for a motivated and enthusiastic individual to join their growing team and to oversee the organisation and administration of executive training programmes. This role will suit someone with strong organisational skills and attention to detail. This role is varied and has lots of scope for gaining experience across the business. As well as desk-based tasks, the successful candidate will also be expected to help set-up for programmes and events outside of the office., Programme Organisation & Administration

  • Preparing programme content and course packs

  • Maintaining Participant and speaker databases

  • Coordinating with course leaders and teachers

  • Preparing course materials and compiling agendas/bios/objectives/handouts

  • Overseeing virtual (Zoom) programmes and events

  • Uploading content onto App

  • Scheduling programmes throughout the year, considering availability of programme facilitators, coaches and speakers.

  • Preparing pre-course material such as delegate packs including agendas, bios, objectives and handouts. This may involve chasing parties involved as well as amending layouts, so that the formats are readable in printed and digital formats.

  • Updating the participant and speaker databases as well as identifying potential new speakers who will inspire our delegates.

  • Coordinating with programme facilitators, coaches and speakers. This includes ensuring they have pre and post-programme briefing calls and any follow-up actions are executed.

  • Arranging venues, menus, accommodation and equipment. This includes everything from undertaking risk assessments to determining tech requirements at hotels through to negotiating costs. Developing and maintaining relationships with suppliers helps us receive exceptional service and support whilst we're running our programmes.

  • For online programmes, you'll be scheduling zoom calls, testing and sending out links to delegates and programme leads etc.

  • They also provide delegates access to an app with videos, podcasts and resources for them to download. they run a Whatsapp group for each cohort to communicate with each other. You'll make sure these are managed and at times moderated.

  • Sending out pre and post-programme questionnaires and providing feedback to our Head of Data & Insights.

  • Speaking with the women and their employers to ensure any queries are resolved.

    Participant liaison and event organisation

  • Issuing and following up contact forms for all new participants on all the programmes including welcome emails

  • Liaising with participants on hotel requirements

  • Liaising with hotels and restaurants for corporate events and meals

  • Setting up corporate events

Candidate Description

  • Good organisational and time management skills to work under pressure, to tight deadlines and able to adapt when needed

  • Polite and outgoing

  • Ability to work to high standards and excellent attention to detail

  • Able to contribute positively and proactively within a team including contributing opinions and ideas on how we can do better and improve our services

  • As a small organisation a willingness to lend a hand and help when needed is valued

  • Able to handle issues of a sensitive or confidential nature with tact, diplomacy and discretion

  • Highly proficient in MS Office (including Word, Excel, Outlook & Powerpoint), excellent computer skills and internet use. Willingness to learn other programmes when and if necessary

  • Knowledge and experience of setting up virtual meetings in software such as MS Teams and Zoom

  • Good written and oral communication skill

Application Description

To speak to a recruitment expert please contact Mia Skipper