Events Coordinator

Events Coordinator - Customer Experience
Central London, Borough (Hybrid)

Worldwide Events is the parent company behind two highly successful event brands: M&I and Private Luxury Events, each serving distinct sectors of the global travel and events industry.

Our brands connect the major players in both MICE and leisure travel through one-to-one meetings, inspirational social events, education, and destination discovery activities. Our suppliers and exhibitors are ground-breaking hotels, venues, and destinations in the events and hospitality industry who want to reach the world's most respected event planners and travel designers.

We bring people together and facilitate strong relationships, connecting people on a human level first, business second. We call this H2H connection, and it is at the heart of everything we do.

At M&I we connect the global MICE industry through world-class events in the world's best destinations, attracting key buyers and creating an atmosphere perfect for networking. This is where the most valuable business connections are made. We believe in the power of human-to-human connections to secure high-quality business.

As an Events Coordinator - Customer Experience, you will play a key support role in delivering seamless, engaging, and high-quality experiences for our event delegates. Working under the guidance of senior team members, you will assist with logistical coordination, data management, communications and administration to ensure every delegate and the team are supported with clarity, care and efficiency from pre to post event.

You'll collaborate with internal teams and external partners to support the delegate travel and accommodation process, maintain accurate event data, respond to inquiries, as well as support the team with ad hoc and admin tasks to deliver seamless events.

Delegate Communication & Customer Experience

• Supporting the team with administrative and event logistical tasks.
• Following up with delegates to confirm and collect important pre-event information.
• Keeping our delegate management platforms up to date with the latest information.
• Support team in delivering an outstanding customer experience through timely and friendly communication.
• Responding to delegate inquiries across different channels.
• Assisting with onsite communications, notifications, and post-event delegate surveys.

Travel Management

• Producing travel recommendations for delegates.
• Managing travel bookings: providing accurate buyer lists, tracking early leavers, and following up with delegates throughout the booking process.
• Assisting with the preparation of visa documentation and Letters of Invitation for international delegates.

Accommodation, Transfers & Dietary Requirements

• Assisting in updating rooming lists, transfer details, and dietary requirement data for hosted buyers and suppliers.
• Cross-checking and verifying final data across internal and external systems (e.g. CRM, campaign tools).
• Collaborating with partners (hotels, DMCs) when assisting executives.

Data Management & Event Technology

• Supporting the input, proofreading, updating, and syncing of delegate data across systems such as Grip and Salesforce
• Assisting in chasing buyer and supplier meeting preferences and profiles to ensure platform readiness
• Handling changes to delegate lists, including additions, cancellations, early leavers, and reassignments
• Ensuring seamless integration and consistency between campaign data, event platforms, and partner systems
• Pushing final, proofed data sets to event platforms and communicating updates to stakeholders

Print Collateral & Onsite Delivery

• Assisting executives in proofing and printing event materials such as badges and table signs
• Ensuring quality control and accuracy of printed collateral before and during the event
• Assisting with onsite responsibilities, including delegate arrivals, registration desk duties, and logistics coordination

Due to the nature of the company and the role, you may occasionally be required to work outside of hours to support events and meet deadlines.

Requirements

You are a highly organised and detail-oriented professional who thrives in a fast-paced, dynamic environment. You take pride in keeping processes running smoothly and supporting others to deliver their best work. With a natural ability to multitask and a proactive approach to problem-solving, you ensure nothing slips through the cracks.

You're a strong communicator who enjoys collaborating across teams and building positive relationships with colleagues and clients alike. You'll be joining a passionate, ambitious team, so adaptability, enthusiasm, and a "can-do" mindset are key. This role offers the opportunity to develop your skills within a high-performing global business and grow your career within the events industry.

• Previous experience in an administration, coordination, or operations support role, ideally within events, hospitality, or luxury travel.
• Strong organisational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills with strong attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, and Teams).
• Strong interpersonal skills with a collaborative and professional approach.
• A proactive, flexible, and resourceful attitude with the ability to work independently and as part of a team.
• An interest in travel, events, and global business environments.

Internally, the role will be known as 'Customer Experience Coordinator'.

Benefits

We offer a competitive salary and a thoughtful benefits package designed to support your well-being, growth, and work-life balance. At M&I, we bring together colleagues from around the world to deliver exceptional event experiences, and our benefits reflect that spirit.

• Basic salary of £28,000 per annum.
• 36 days of paid holiday (including bank holidays), with additional days awarded for length of service.
• Receive £50/month contribution towards Bupa private health insurance, starting after probation.
• Access confidential 24/7 support through Health Assured's Employee Assistance Programme, covering mental health, wellbeing, financial guidance and life changes.
• Benefit from extended maternity leave and enhanced paternity leave to support growing families.
• Team members have the exciting opportunity to travel the world, providing support at our events.
• Start your weekend early with a 4 pm Friday finish

Our approach to diversity is simple: it's about embracing everyone. We are committed to welcoming all individuals, regardless of gender identity, orientation, expression, age, race, physical or mental ability, ethnicity, or perspective. Our diversity fuels innovation, brings diverse thoughts, and connects us more closely to our clients and the communities we serve.

We review every application with care and attention. If you're excited to contribute to our mission, we'd love to hear from you.

Applications are reviewed on a rolling basis. To ensure your experience and perspective are considered, we encourage you to apply early.