Event Operations Coordinator

The venues team is an integral part of the Student’s Union, running and delivering high quality events and operations across 4 bars and 1 nightclub in the heart of Imperial College campuses in central London.

We are currently looking for a guide in event coordination, a hardworking teammate wanting to be part of our exciting new venues team. Working in an exhilarating and inspiring atmosphere you will bring your strong planning and logístical skills to the fore, assisting the Deputy Venues Manager (Events) with the day-to-day management and development of all the Unions events. In such a fast-paced environment you will become adept at networking and establishing relationships as there will be close collaborating with clubs, societies, internal departments and external vendors. Having outstanding administration skills will be helpful because as well as providing support to the wider team, you will be maintaining records of event plans, staff rotas, risk assessments and other technical and operational specifics to ensure successful event delivery. Above all, we want your passion and focus to match ours on helping to deliver the highest standard of customer experience which is paramount to our teams' success.

**Duties and responsibilities**:
The Event Operations Coordinator is responsible for assisting the Deputy Venues Manager (Events) in the admin and operational day-to-day management and continual development of the Union’s events, both internal and external to their licensed trade venues.

The employee will also be accountable for planning and delivery of events both within our venues and in external locations (including arranging suppliers, logistics and staff rotas). They will also liaise with our own internal teams to ensure adequate staffing is provisioned and the marketing team to ensure all events are marketed to the right demographic.

The Event Operations Coordinator is expected to attend and work at all of the venues across all campuses on, at least, a fortnightly basis and ensure all venues and events adhere to legislation and policies relating to licensing law, health & safety and food hygiene. This post holder will also assist the Deputy Venues Manager with coordinating the Union’s own programme of events for students including Welcome Week, graduation, termly balls and the Summer Ball. Alongside this there will be a requirement to establish links with our clubs and societies and assist with planning and operations of student lead events.

**Essential requirements**:

- Appropriate Health and Safety Qualification or the willingness to train to acquire
- Experience of managing and costing events to a budget
- Experience of planning events and producing function sheet details and room bookings
- A solid understanding of current event trends across different demographics but particularly students
- A working knowledge of Health and Safety legislation, COSHH and relevant standard process
- The ability to engage, support and empower large teams
- Excellent communication skills with the ability to relate to and communicate appropriately and effectively with people at all levels
- The ability to handle competing priorities and an ambitious workload in a pressurised environment
- Excellent interpersonal skills, being able to effectively handle enquiries, plans, budgets and all documentation to multiple events concurrently
- Ability to collate and analyse figures and data to improve events both internal and external to the union considering that student engagement and feedback post event is vital to future successful events.
- Evidence of a dedication to continuing personal and professional development
- A leader on equality of opportunity who values diversity and removes barriers to equality
- An excellent role model who promotes high standards of probity, integrity and honesty

**Further information**:
Please note this role is with the Students’ Union. We’re a registered charity in our right, with our own governance, systems, processes and objectives. However, we work extremely closely with Imperial College London, so you’ll also be joining a wider community of staff working within higher education. If you’ve never worked in a students’ union, or are unsure why it’s different, we urge you to get in contact. It’s a brilliant place to work.

Interviews will be expected to take place week commencing 15th August.

**Documents**:

- Event Operations Coordinator.pdf
- Cand Pack Events.pdf