Events Coordinator

Job description

**The Role**

The Events Coordinator plays a vital role in supporting the effective delivery of HTB's Evangelism & Mobilisation events and programmes, including Sunday Services, Events Christmas, Easter, HTB Alpha, Connect Groups, Teams, Prayer Ministry training, Workplaced and HTB Focus. This role ensures all operational, administrative, and logístical elements are well-managed and enables consistent implementation and excellent output across any of our 6 London sites (BR, OS, DW, CG, QG, EC).

**The Key Responsibilities**

courses, Sunday services and other ad hoc operational requirements as and when required.
Listed below are the key elements that the role holder will be accountable for delivering:
Operational & Administrative Support
- Plan and coordinate the logístical and operational elements for all Evangelism & Mobilisation events, services and initiatives
- Manage departmental inboxes and calendars, including meeting scheduling, inquiry responses, and follow-ups.
- Manage external bookings professionally.
- Onboard new suppliers, caterers, team and congregation.
- Maintain and update department systems such as project trackers, schedules, day plans and service and events databases.
- Support the continuous improvement of workflows and administrative systems, suggesting efficiencies where appropriate.
- Ensure projects, services and events adhere to safeguarding, legal, GDPR, insurance, and health & safety requirements and following relevant processes
- Process invoices, expenses, and credit card submissions accurately and on time.
- Oversee departmental tools and resources including software, hardware, and operational records—ensuring everything is up to date and functional.
- Procure equipment, stationery, and other supplies required for programme delivery.
- Organise and receive weekly deliveries and manage supplier relationships with catering suppliers and wholesalers

Programme & Project Coordination
- Support the delivery of Evangelism & Mobilisation events, services and projects through effective logístical planning and coordination.
- Track expenses and assist with budgeting and financial forecasting.
- Organise internal and external venue bookings, hospitality and catering, technical equipment, and other logístical requirements.
- Create and manage project plans, checklists, and updates; support the team in meeting key milestones and deadlines.
- Coordinate the creation and delivery of relevant media, comms and programme content materials for our services and events
- Facilitate clear, timely communication across the department and with other teams
- Coordinate department logistics for offsite events such as Focus and the Leadership Conference.
- Maintain accurate service and events records using church management systems such as ChurchSuite.
- Collaborate with Operations Coordinators, Events Coordinators and Managers across departments as needed.
- Support the mobilisation of the wider congregation by creating opportunities for involvement in department activities.
- Proven Coordination Experience: Minimum 2 years of experience coordinating projects and operational tasks, with a demonstrated ability to manage multiple responsibilities effectively.
- Passion for Sunday Services and Church events: Deeply committed to supporting, church events, services and ministries
- Excellent Communicator: Confident and professional in both written and verbal communication; able to engage effectively with a wide range of stakeholders across all levels.
- Strong Organisational Skills: Proven ability to prioritise tasks, manage a busy schedule, and remain calm and focused under pressure.
- Effective Problem Solver: Takes a proactive and logical approach to identifying challenges and offering clear, actionable solutions.
- Demonstrate One Team Mentality: Supporting the whole team with running courses, events and services on site which may include working evening Alpha, ad hoc Sundays, and special events such as Christmas, Easter and others as and when required