Events Coordinator and Team Assistant

1 week ago

London, Greater London, United Kingdom Media Defence Full time
About Media Defence

Media Defence is a charity that helps media to defend their rights. We support independent media, journalists and citizen journalists who are under legal threat by making sure that lawyers are available to defend them. We engage in strategic litigation to improve the regulatory environment for media freedom, make grants to organisations in various countries to run media defence programmes, and build the capacity of the lawyers and organisations we work with on issues of media law.

About the Role

As an Administrative Support Specialist, you will support the CEO, as well as the Operations, the Development and Capacity Building teams across all their events, traveling and administrative needs. Your main job responsibilities will be centred on organising and managing the admin that supports our work. You will play a crucial role in ensuring the smooth running of in-person activities and administrative functions, working closely across the organisation.

You will be an enthusiastic team player as a lot of your tasks will involve and require input from other team members, from scheduling meetings to assisting in planning all our international travel, in compliance with current donor requirements.

Main Responsibilities
  • Events Planning and Coordination
    • Coordinate logistical aspects of in-person programme activities, including venue arrangements, participant travel, accommodation, and catering. These activities may include meetings for lawyers, regional and international convenings for Media Defence's network of partners, and fellowships
    • Implement the logistical planning of events, including visas, flights, ground transportation, itineraries, and other travel-related arrangements, ensuring that all donor requirements are satisfied, such as the Fly America Act where applicable
    • Assist Media Defence staff with visa applications, travel arrangements, itineraries, and accommodation needs, providing support to ensure a positive experience. This may include Board meetings, conference participation for Media Defence's Legal Team and CEO travel coordination
  • Contractual and Financial Coordination
    • Support the Finance and Operations Director to ensure that event logistics align with donor requirements and Media Defence policy requirements, with a particular focus on financial compliance and the accurate implementation of travel, finance, and procurement policies
    • Coordinate with external vendors, service providers, and contractors to manage contracts, payments, and other financial transactions related to event logistics
    • Maintain accurate and precise record-keeping for all event-related activities, ensuring documentation meets organisational and donor requirements
    • Maintain a filing system of all travel-related and relevant documents that meets Media Defence's policies and donor requirements
  • Team Support
    • Manage diaries and organise team meetings
    • Take notes at meetings, prepare the minutes and distribute to relevant participants
    • Provide support through administrative and communication activities, including checking that invoices from suppliers are accurate and handle any queries
    • Oversee effective and smooth running of the Media Defence office, making sure staff are supported and resourced
    • Monitor office supplies and stationery and make purchases when required
    • Oversee maintenance of the fixed asset register and safeguard assets
    • Participate in the delivery of ad hoc projects and tasks, as required
    Other
    • Identify and carry out any other duties which fall within the scope, spirit and purpose of the post as requested
    • Maintain and observe an appropriate level of confidentiality at all times

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