Event Coordinator

3 weeks ago

London, Greater London, United Kingdom Knowledge Quarter Full time

About Knowledge Quarter

The Knowledge Quarter (KQ) represents a collaborative network of over 100 esteemed academic, cultural, research, scientific, and media institutions situated within a one-mile radius around a prominent area in London.

This unique geographic zone encompasses one of the most significant knowledge clusters globally, marking it as the largest innovation district in the UK.

KQ's partners include a diverse range of organizations, from renowned research institutions to emerging entities across various sectors. Notable partners encompass major institutions, reflecting a shared commitment to the creation and dissemination of knowledge.

Position Overview

The KQ Events Manager is responsible for the strategic development and comprehensive execution of a year-long series of physical events, both independently and in collaboration with our partners, which are vital to enhancing the KQ's profile and impact.

Key Responsibilities

  • Lead the planning and execution of KQ Events throughout the year, including Private Views, Network meetings, Challenge Events, Stakeholder Breakfasts, and Public events, ensuring all activities align with the KQ Events Strategy.
  • Manage the content creation and delivery of the KQ annual conference and related events.
  • Collaborate closely with various internal teams to foster strategic partnerships and enhance event outcomes.
  • Coordinate with marketing personnel to ensure effective communication, registration, and promotion of KQ Events.
  • Utilize virtual platforms for online events and manage content uploads to relevant channels.
  • Address any issues that arise from members or stakeholders, including operational and financial inquiries.
  • Build and maintain networks with partner organizations to facilitate joint events.
  • Utilize KQ Events as a platform to promote the organization.
  • Conduct evaluations and prepare reports on key projects and event series.

Main Duties

Event Management

  • Design and schedule events in accordance with the KQ Events Strategy, including monthly Private Views and regular Staff Network meetings.
  • Assist in organizing Stakeholder Breakfasts and other partnership events.
  • Collaborate with KQ Partners and external stakeholders to develop public events.
  • Oversee overall event management for all KQ-hosted and partnered events.
  • Act as a liaison for venue bookings and event space management.

Conference Coordination

  • Research and curate relevant content for the annual conference.
  • Organize working group meetings and provide necessary administrative support.
  • Collaborate with senior stakeholders to ensure the conference meets its objectives.
  • Manage all aspects of the conference, including programming, production, and partner relations.
  • Develop a legacy plan for the conference, including post-event content sharing.
  • Handle financial management related to the conference and other events.

Communication and Promotion

  • Maintain and update the KQ conference website to ensure relevant content.
  • Create promotional materials for events on the KQ website and newsletters.
  • Engage in online promotion of KQ events through various channels.
  • Serve as the primary contact for public relations related to the KQ conference.
  • Manage the event booking system for registrations.

Project Support

  • Collaborate with marketing personnel to develop a comprehensive work plan for KQ Events.
  • Be available for events outside regular working hours as needed.
  • Support the Chief Executive in achieving KQ's strategic goals within defined constraints.
  • Maintain effective communication within the team to ensure smooth operations.
  • Work towards making the KQ conference financially sustainable.

Qualifications

Essential Skills:

  • Exceptional organizational and planning abilities with a focus on budget management.
  • Experience in delivering in-person events and related logistics.
  • Strong negotiation skills and the ability to remain composed under pressure.
  • Excellent communication skills, both verbal and written.
  • Proficient in IT, including MS Office applications.
  • Effective administrative capabilities.

Core Attributes:

  • Creative thinking in event programming.
  • Strong public speaking and interpersonal communication skills.
  • Ability to prioritize tasks and manage time effectively.
  • Flexibility to adapt to project demands.
  • Confident and diplomatic demeanor.

Preferred Experience:

  • Demonstrated experience in event development and management.
  • Knowledge of financial and budgetary processes.
  • Familiarity with event management software.
  • Experience with web management and content creation.
  • Understanding of the local knowledge sector.

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