Events Coordinator

2 weeks ago

Oxford, United Kingdom Balliol College Full time

**EVENTS COORDINATOR**

**Salary**: Grade 5 (£27,131 - £32,348)

**Contract**: Permanent, full-time

**Department**: Development Office

**Reports to**: Events and Donor Relations Manager

**Location**: Balliol College, Broad Street, with some flexible working

**ROLE PURPOSE**

Balliol College was founded, in 1263, through philanthropy. Today, the support of alumni and friends remains vital to our first-class education and welcoming environment. Balliol has over 8,000 contactable alumni and friends, who are some of the best-engaged of all the Oxford colleges and who generously donated over £4m during the 2020/21 year.

The Events Coordinator contributes to Balliol’s fundraising and engagement work through administering a full programme of in-person and online events and networking opportunities. The role also organises Degree Day (graduation) events and alumni participation in student society events. The postholder will become one of the main contact points for alumni, volunteers and friends of the College.

**MAIN DUTIES**

**Event coordination and logístical support (80%)**
- Coordinate the in-person and online events programme in accordance with the College’s fundraising and engagement strategy, taking responsibility for marketing, communications, administration and on the day logistics.
- Respond to event enquiries from Old Members and liaise with internal (e.g. Conference and Events team, Fellows) and external suppliers (e.g. venues, caterers) and key alumni volunteers.
- Produce and distribute marketing and communications, such as invitations, booking forms and web pages for events.
- Process event bookings and work with the Finance Officer to process payments and reconcile accounts.
- Produce event materials such as seating plans, programmes and name badges.
- Draft event briefing materials for senior members of College staff (Master, Development Director, senior fundraisers) in advance of each event.
- Be a key point of contact on the day at events, managing the registration desk, providing support for event attendees and members of staff working at the event.
- Supervise the work of student helpers during event preparation and on the day.
- Maintain lists of prominent alumni and academics to lead, speak at and provide venues for College events.
- Create and distribute the monthly events newsletter based on the template provided and maintain the alumni events webpages including the forward events calendar.

**Support the College’s alumni networks (20%)**
- Provide administrative and organisational support for the College’s alumni networks, including the Balliol Alumni Careers Network, the Balliol Women’s Network, the Balliol Entrepreneurs’ Network and Balliol in the City.
- Maintain data lists to assist with planning, such as potential alumni network contributors and potential careers mentors.
- Support the use of virtual networking technologies to better include the College’s wider community, particularly international members.

The postholder must ensure compliance with the Data Protection Act 2018 and GDPR, Payment Card Industry Data Security Standards (“PCI-DSS”) and the Privacy and Electronic Communications Regulations 2003 (“PECR”). Other duties commensurate with the grade and scope of the role may occasionally be required.

**PERSON SPECIFICATION**

**Essential**
- Experience in an external-facing role with administrative responsibility.
- Excellent standard of written and spoken English.
- Demonstrable attention to detail and a highly organised approach.
- Experience of managing projects from inception to completion.
- Proven ability to adapt style to develop relationships at all levels.
- A high level of IT literacy especially in desktop office software and database tools.
- Willingness and ability to adapt to use of new technologies and platforms.
- Understanding of the requirements of working with personal and confidential data.

**Desirable**
- Experience of managing or supporting events.
- Experience of fundraising, alumni, membership or marketing administration.
- Experience of using Raiser’s Edge, DARS (Blackbaud CRM) or other CRM system.
- Digital skills including video-editing, desktop publishing and html_._

**FURTHER PARTICULARS**

**Hours and location**: Full-time entailing a 37.5-hour week, with normal working hours Monday to Friday 9.00am to 5.30pm, with an hour for lunch, at Balliol College, Oxford. Balliol’s Development Office maintains a flexible approach to hybrid working; at the same time, office-based work is essential to the role as is out-of-hours attendance at events, both at Balliol College and with some domestic travel, for which time off in lieu will be given.

**Salary**: The initial appointment will be made according to qualifications and experience within Grade 5 (currently £27,131 - £32,348).

**Holiday**: The post-holder will receive paid leave entitlement of 30 working days (in addition to Bank Holidays) during a complete holid

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