Internal Events Planner – Maternity Cover

The Royal Society's mission is to recognise, promote and support excellence in science and to encourage the development and use of science for the benefit of humanity. To support its mission the Society hosts and organises a number of scientific, policy and other meetings and public events at its head office location at Carlton House Terrace in central London. The Society also operates a conferencing business managed by the Head of Conferencing which allows third parties to book events at the Royal Society.

The Internal Event Planner is a member of the conferencing team and their role is to manage and coordinate the Royal Society events that take place at the Royal Society in chargeable meeting rooms.

The Internal Event Planner will meet with clients, work with them to plan their event in detail and book all related Royal Society services such as room logistics, catering and audio visual services. This involves logging and following up enquiries, providing event solutions and quotations to internal clients The Internal Event Planner will then ensure that all information is recorded accurately and communicated to everyone involved in the delivery of the event.

The role will suit an individual who would like to work as part of a small, busy team but who enjoys meeting new people as well as building relationships with clients over time.  It will suit someone who has good interpersonal and communication skills, multitasking skills, presentation skills and excellent attention to detail.

Reports to: Events Manager

Line manages: N/A

Pay band: C

Salary: £35,000 - £38,700 per annum

Contract type: 19 months FTC

Hours: 35

Location: Carlton House Terrace, London, SW1Y 5AG plus the option for some hybrid remote workingClosing date for applications: Midnight 16 November 2025

Interviews will be held: 27th and 28th November 2025

1. To be knowledgeable and enthusiastic about the Royal Society as a venue and to share that knowledge and enthusiasm with internal clients. This includes being able to talk confidently about the Society's rooms, layout potential, capacity, catering options, audio visual options and added value opportunities such as history of science tours2. To log, respond to and follow up internal event enquiries in a timely manner, providing advice and expertise to internal bookers on the most suitable options for their event. 3. To work with catering, AV, floristry and other suppliers to understand the potential options to discuss with internal clients.4. To record all event information accurately and efficiently in the conferencing event booking system.5. To proactively come up with sales ideas to develop the Conference Services business.6. To build effective relationships with Royal Society staff, catering and AV teams. 7. To ensure that the final details contracts are kept up to date and that event contracts are sent out in a timely fashion and received back signed by the internal client. 8. To work positively and enthusiastically with colleagues from all departments across the Royal Society;9. Ensure standards of service are per Standard Operating Procedures and Service Level Agreements.10. To work as part of a team and to support other members of the team with tasks as requested by the Events Manager and Head of Conferencing11. To act as Duty manager on rota basis with the Conferencing team when there are events taking place12. Be familiar with the health and safety of the premises including fire procedures

Education / qualifications / knowledge / interests

A levels or equivalent vocational qualification

Essential

Passion for or interest in science

Desirable

Experience

Experience in a customer service and/or sales environment

Essential

Experience of using room booking systems

Experience of working in the events industry

Highly

Desirable

Desirable

Skills

Strong interpersonal and communication skills (both oral and written)

Essential

Attention to detail

Essential

Strong organisational skills

Essential

Excellent customer service skills

Essential

Computer literate

Essential

Abilities

Able to understand, work and adhere to high standards

Highly Desirable

Able to work alone or as part of a team

Essential

Able to upsell products

Highly Desirable

Personal qualities

Approachable

Essential

Willing to help others

Essential

Circumstances

Able to be flexible about working hours, including working evenings and weekends on occasion

Essential

Self-management

· Works unsupervised and can motivate self

· Produces results under pressure

· Can manage in stressful situations

· Pushes for the best results

· Can be innovative and offer solutions and suggestions when not initially obvious

· Keen to be involved in organisational and corporate working groups informally or formally

· Can represent section on some duties

· Works within the Royal Society Values at all times

Working with others

· Contributes ideas and identifies opportunities to work with others both within the team and across the organisation

· Willing to provide and accept feedback to and from sectional colleagues when requested

· Produces succinct presentations and papers for senior colleagues, is a capable presenter and can explain topics and projects to a range of audiences

· Understands when to seek senior advice on a wide range of matters and act upon it.

Resource management

· Makes the best of internal/external resources and coordinates well with external partners to best meet the needs of the Society

· Builds contingency into projects taking into account possible outside factors

· Sets and monitors performance against quality and results orientated targets.

· Focuses on both short and long-term goals

Critical thinking

·     Determines and clarifies the exact requirements of any situation

·     Checks information for accuracy and raises concerns if information is inaccurate

·      Extracts the key points succinctly, clearly and accurately

· Puts forward suggestions for improvement concerning current processes or systems

· Tries different ways of doing things to get the best results

Adaptability

· Overcomes obstacles and is not deterred by setbacks; checks assumptions and first principles and works out alternative approaches

· Reacts proactively to new challenges and works in a flexible manner to produce solutions

· Provides feedback and participates in discussions surrounding new ideas approaches or projects

Managing people and relationships

· Monitors results and feedback to own team on a regular basis constructively

· Recognises others' contributions and acknowledges their strengths and limitations

· Helps others to identify ways to improve their performance and encourages learning from others in the team

· Understands and can identify client/stakeholder/staff needs and looks for opportunities to improve their experiences