View Vacancy - Events Project Coordinator

Main purpose of job:

To act as Events Project Coordinator, supporting the Head of Press Section to promote the UK as an excellent political and commercial partner for Colombia, working proactively to promote the British Embassy activities and initiatives across all policy areas.

The job holder will lead and coordinate the Embassy’s internal and external events. The jobholder will plan and organise the Embassy’s inward and outward visits and events, including the annual Queen’s Birthday Party in June. The person will be responsible for logistics, budgeting, resourcing, and implementation.  The jobholder will be adept at project management and will ensure the efficient use of resources.  They will be good at building strong relationships and delivering results.

Roles and responsibilities:

Events

• Plan, design, project manager and supervise medium and large events, including responsibility for catering and logistics coordinating the responsibilities of other parts of the embassy and the staff involved.
• Build corporate relationships with key events stakeholders and liaise with Embassy staff, external contacts and providers on event-related matters.
• Conduct research, make venue visits, and build contacts in order to present options/ideas for development of events.
• Work with all sections of Embassy, Head of Press and other interested parties to agree event plans that are appropriate to Embassy requirements and represent value for money.
• Liaise with Residence Manager to coordinate British Residence Events and act as the point of contact between the embassy and stakeholders to coordinate Embassy and Residence events.
• Act as an account executive for the Residence Income Project, effectively liaising with internal and external clients to deliver high quality and cost-effective events.
• Prioritise Embassy’s branding in Colombia, look for opportunities to promote and be innovative and creative to organise value for money events with the Press and Public Affairs section.

Finance

• Produce budget forecasts for official visits and events ensuring value for money options.
• Administration of Press and Public Affairs budget under Head of Press Section.
• Ensure requisitions are made on Embassy’s administrative internal system (PRISM) adequately for the events.
• Propose and carry out administrative process for external events at the residence and occasional sponsorship in certain events
• Monitor events budgets of other sections to ensure good financial planning.

Visits

• Support to Embassy visit lead on all high level visits
• Point of contact for inward and outward Embassy organised visits.

Other

• Support the recruitment of Events Intern, who will assist with all of the above tasks. 
• Line manage Events Intern, overseeing their appraisal and learning and development
• Fluent written and spoken English and Spanish

• Bachelor’s Degree (or equivalent) in Social Communications, Services Administration or related fields
• At least 2 years experience in events management, logistic or related fields and financial skills
• Excellent management of MS Office programmes/ excel in level advanced
• Strong customer service skills
• Proven track record working under pressure dealing effectively with stressful and difficult situations
• Excellent team work and communications skills