Events Coordinator

The successful candidate will coordinate events from planning through to delivery, ensuring they run smoothly, professionally and within agreed budgets and timelines.

Key responsibilities

• Plan and coordinate consultation events, managing timelines, budgets, logistics and event documentation.
• Coordinate room bookings, catering, risk assessments, registration, agendas, communications and other event requirements.
• Manage event logistics and provide on-the-day coordination, responding calmly and effectively to last-minute changes and operational issues.
• Liaise with colleagues across the University, including front of house, security, catering and IT, as well as external suppliers.
• Coordinate Committee meetings, including scheduling, papers, agendas, briefing materials and correspondence.
• Support financial administration, including monitoring budgets, expenses, invoices and travel arrangements.
• Collect feedback and data from events and contribute to evaluation and process improvements.
• Ensure events meet University requirements for health and safety, accessibility, sustainability and data protection.
• Build effective working relationships with colleagues, suppliers and external partners.

Essential criteria

The successful candidate will have:

• Proven experience in planning and coordinating events, with excellent attention to detail and a commitment to high-quality delivery.
• Excellent written and verbal communication skills, with the ability to adapt style and tone for different audiences.
• Excellent organisational and time-management skills, with the ability to prioritise competing tasks and manage multiple deadlines in a fast-paced environment.
• Confident, diplomatic interpersonal skills and the ability to negotiate and engage professionally with colleagues and stakeholders.
• Strong problem-solving skills and a proactive approach to resolving operational issues.
• Proficiency in Microsoft Office and confidence working with data and documents in a digital environment.
• The ability to follow established procedures accurately while using initiative to improve processes and resolve practical challenges.
• The ability to work collaboratively and independently, building effective relationships across departments and with external partners.
• The ability to manage and prioritise a varied workload while meeting deadlines.
• A high level of accuracy and attention to detail.
• Familiarity with event registration platforms and digital tools such as Eventbrite, Microsoft Forms and survey tools is desirable.

Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.

Further information can about the Temporary Staffing Service can be found on our website https://www.jobs.ox.ac.uk/temporary-staffing-service