Events and Office Coordinator

Office and Events Coordinator, Full-time, Permanent, £27,000 + £2,000p/a bonus potential

Your new company

The biggest life insurance adviser in the UK. 450+ staff across three UK offices with a fantastic fun and supportive culture built on core values. An award winning company, praised for the feeling of their business, their learning programmes and personal growth opportunities. Voted 3rd place in Sunday Times Top 100 Companies to Work For 2019. They are looking for an events and office coordinator to join their sociable office based in Shoreditch! Monday - Friday 8:30am - 17:30pm

Your new role

General admin, post and deliveries

  • Review Office Maintenance contracts on a regular basis to ensure we are adequately covered whilst negotiating to secure the best price and service for all 3 offices.
  • Make recommendations for improvements to the Senior EA.
  • General housekeeping duties to maintain a tidy office including but not limited to; creation and implementation of team rota, intermittent spot checks on meeting rooms and AV and ensuring teams areas are kept clear
  • Liaising with the cleaner to ensure standards are met and communicate any points of note
  • Meet and greet visitors and offer drinks for external guests of the Chiefs team, order lunches where requested
  • Ensure you are reducing our risks of a data breach by disposing of confidential documents in accordance GDPR.
  • Problem solver and first point of contact for office maintenance issues in London such as air conditioning & water coolers, dealing with suppliers as needed.
  • Placing orders for ad-hoc requests such as kitchen equipment, tea, coffee, stationery etc and managing a small office budget to ensure sign off is not always required and report quarterly to your leader on said budget
  • Support office redecoration as prompted by your leader

Some Chief's Support

Assisting the PA/EA to provide support for the Chief Operating Officer, Chief Customer Officer and Chief Commercial Officer based on business needs and capacity.

Your duties can include, but not limited to;

  • planning internal and external meetings, processing expenses and credit card reconciliation, travel bookings, project support and organising weekly calls, PR’s and appraisals.
  • Arrange and plan any corporate entertaining to the needs of the Chief
  • Deputise to look after the CEO in the Senior EA’s absence including pre-empting travel requirements and diary management.
  • Minute taking at Chiefs meetings, shared with the Senior EA. This may include collating agenda points and reports and circulating said items. Once agreed ensure posted internally
  • Organise appropriate travel for those you are supporting balancing business needs and their desires
  • Induction planning for new team members reporting into those you support

Events Coordination

  • 6 events per year, 65 - 350 people
  • Seek brief from the event stakeholder and conduct research on appropriate venues. Narrow down and present findings to gain approval, organise visits and events team meetings.
  • Seek budget with stakeholder by researching all necessary costs to pitch to the FD. Use initiative to spend your events budget in a way that each event is the best you can deliver.
  • Once budget is secure manage said budget on a day to day basis to ensure the event is delivered to the highest possible standards within the agreed amount.
  • Challenge stakeholder on areas of overspend and negotiate cheaper rates to ensure events are all within or under budget ensuring the quality of the event is not affected
  • Ensure invoices are paid on time and that those contributing to any costs are invoiced and chased
  • Organise travel for all attendees
  • Ensure communications are delivered on time to all involved and excite attendees to improve engagement with said event
  • Create all marketing for each event (presentations, invites, posters)
  • Provide a point of contact for all those attending the event including responding to questions and log all required information for internal and external attendees
  • Prepare surveys to gain feedback on the event and send analysed results to stakeholder.
  • Ensure all those supporting you in an event know what is required and manage them to deliver

What you'll need to succeed

Qualifications & Experience

  • Experience of supporting Director-level colleagues
  • Some experience in running (or supporting team who run) both internal and external events for medium sized businesses
  • Office administration experience
  • Sound keyboard skills in terms of accuracy and speed advantageous
  • Computer literacy, including Microsoft Outlook, Excel and Word based software
  • Good written English skills, primarily around e-mail communications
  • Time Management skills

Personal qualities

  • Ability to work alone as the role can be solitary
  • Self-motivated
  • Remains calm under pressure
  • Possesses and strives for high standards
  • Maintains flexible attitude in line with business demands
  • Able to manage & prioritise own multiple tasks from various managers

What you'll get in return

  • 22 days holiday + bank holidays (increasing)
  • No uniform or dress code
  • Flexible working encouraged upon completion of probation including work from home.
  • £2,000 per annum bonus potential
  • Clear framework to move up through the ages to increase basic salary. i.e - £1,000-£2,000p/a increase every year or two, subject to performance.
  • Opportunity to progress into any area of the business.

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, ASAP.


Job type:
Events Management
Apply Now

Talk to a consultant

Talk to Emily Borbon, the specialist consultant managing this position, located in Londonderry

3rd Floor, Embassy Building, 3 Strand Road

Telephone: 02034650016

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