View Vacancy - Events Intern (NLD18.060)

The British Embassy in The Hague is part of a world-wide network, representing British political, economic and consular interests overseas and is looking for two Events Interns.

The main purpose of the job is to assist with the organisation of one or more high profile events the Embassy will hold over the forthcoming six months, with an envisaged number of a hundreds of senior guests from the political, business, cultural, diplomatic and other sectors attending.            
This internship is a unique opportunity to take part in the development, delivery and evaluation of some of the Embassy’s most public-facing work. The successful candidates will work directly with the lead officer for the event(s) and be involved in the full range of work necessary to design and deliver a high profile event, including assisting with relevant communication and public relations talks, and applying project and stakeholder management practices to: develop the event concept (theme, entertainment, sponsorship, catering, etc), control and coordinate guest lists and assist with security and logistics arrangements as necessary.

Main responsibilities will include:

• Coordinate the compilation of Embassy guest lists for high profile events, including managing the issuing of invitations and receiving RSVPs;
• Provide day to day coordination of and general assistance to event planning committees and the lead officer(s) for the event, as well as the event planning committee(s). Act as a point of contact to wider Embassy team and external contacts regarding event planning, providing information or escalating queries or concerns for action as necessary;
• Assist with necessary event planning administrative duties, including taking meeting records, arranging regular planning committee meetings, following up on agreed actions and raising concerns as appropriate, distributing minutes / reports, keeping all files on record etc.
• Assist the lead officer(s) and other Embassy teams in ensuring logistical support during events is planned out and delivered, including recruitment and briefing of staff volunteers, setting out arrangements for press handling, security, and VIP requirements, and liaising with external suppliers and the Ambassador’s Residence staff as necessary;
• Liaise with Corporate Services and the planning committee on budget monitoring and management, including keep track of sponsorship letters and bids;
• Take responsibility for conducting a ‘lessons learned’ review of event planning and execution after completion of the project, including drafting of a final report.

NB:  The above breakdown of responsibilities is subject to changes in priorities, and may evolve over time and in response to changing circumstances.  The role exists as part of a team and all staff are expected to be flexible in supporting colleagues, particularly at busy times.

• Fluency in English and advanced Dutch (both oral and written);
• Ability to work to deadlines;
• Highly flexible and adaptable;
• Proactive, independent and self-motivated;
• Tactful and diplomatic manner and an ability to liaise effectively and productively with staff and clients at all levels.