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Event Coordinator

2 months ago

London, UK, United Kingdom CIWEM Full time

We are looking for an enthusiastic and creative Events Coordinator to play a vital role in developing and delivering a range of in-person and virtual events that tackle major water and climate issues, providing networking opportunities for professionals across the environment sector.


As Events Coordinator you will provide administrative and operational support to the Events Team in the successful development and delivery of the CIWEM program of events.


You are highly organised, proactive, tech-savvy individual with a proven track record in events co-ordination and are eager to contribute to creating a dynamic, supportive environment by sharing your knowledge and experience whilst taking support from others on your own personal and professional development.


Key responsibilities:


Supporting CIWEM Events

Development & Delivery:

  • Support the development and delivery of CIWEM’s conferences and events, which take place both in person and virtually
  • Provide support to those accessing our online portals (registration; exhibitor; speaker) and our CRM (CVent and Civi)
  • Assist with all events queries, including questions about registration, accommodation, programme, etc
  • Support the team in maintaining performance against timelines, and budgets
  • Process invoices and contracts, track sales, and chase payments
  • Work with the team to coordinate and plan AV, dietary and accessibility requirements, catering, etc, as required
  • Provide the team with general event support, as needed
  • Coordinate and participate in regular meetings with event partners and committees
  • Attend all assigned events (in person and online), and undertake allocated tasks with enthusiasm


Sponsor & Exhibitor Support

  • Support our outsourced event partners in providing sponsor and exhibitor deliverables
  • Help maintain and update exhibitor pages on the various events websites


Speaker & Attendee Support

  • Liaise with speakers: update the schedule; draft and send speaker comms; collate speaker bios; draft moderator notes; coordinate travel arrangements, etc
  • Assist with delegate registration and respond to queries


Event Marketing & Engagement

  • Enhance audience engagement using interactive event tools
  • Maintain and update event webpages and develop event materials
  • Participate in ongoing monitoring and evaluation of the success of each event


Person specification:


  • Experience organising successful events, exhibitions and conferences (100 to 2000+ delegates)
  • Experience of successfully managing online portals (i.e. registration systems, CRM systems, etc)
  • Proficient in Word, PowerPoint, and particularly Excel
  • Strong interpersonal and diplomatic skills
  • Ability to work independently and as part of a collaborative team
  • Experience engaging with a diverse range of stakeholders
  • An enthusiasm for events communications and marketing
  • Capable of remaining calm under pressure and working to deadlines
  • Excellent written and spoken English