Event Supervisor

The Event Supervisor will be responsible for the administration, logistics planning and delivery of events, including travelling to deliver events overseas. Proactively managing multiple events simultaneously, prioritising and completing tasks to agreed timelines and to a consistently high standard.

The Event Supervisor will work collaboratively with event teams across the organisation, including a broad range of communication with suppliers, external partners and participants all of whose contributions are vital to our role at the centre of the UK's public diplomacy work. You will meet and interact with individuals from many countries and walks of life.

The Event Supervisor will be an organised problem solver who thrives under pressure, and deals with last minute changes with ease.

In return for your enthusiasm and commitment, we will provide a stimulating and rewarding position, with excellent development options and a highly supportive work environment.,

• · Work closely within event teams on all aspects of event planning, manage the invitation process, proactively monitor shared inboxes, and efficiently plan and implement logistical requirements


• Demonstrate excellent customer service. Communicate effectively with participants, speakers, external clients, and suppliers. Respond to correspondence promptly and professionally


• Liaise with our travel agent and transport providers to book international flights and local taxis. Ensure visas are in place. Be responsible for final bookings


• Monitor and update event budgets. Check and approve invoices. Process reimbursement documents where applicable


• Be proficient in IT with the ability to use various online software tools efficiently. Manage our internal database, maintain data integrity and follow GDPR practices


• Manage the virtual portal and the online registration process, upload resources and troubleshoot issues


• Collaborate with operational departments, such as catering, facilities, security and reception. Share accurate and up-to-date information regarding accommodation, travel, special diets, meeting room layouts, timetables etc


• Ensure our participants receive high quality service. Work front of house during events, ensuring requirements are in place and our partners or clients are satisfied with all aspects of the event


• Create and update event documents using Wilton Park templates, including Word and Excel spreadsheets


• Be prepared to travel, including long-haul and some countries where specialised training may be required


• Be an ambassador for Wilton Park and the wider Civil Service; demonstrate the Wilton Park values to be ethical, ambitious, creative, collaborative and respectful


• Work with others to identify areas for improvement and to simplify processes. Encourage ideas for change


• Support colleagues and carry out other duties and projects as required
  
  Company pension


• Employee discount


• Health & wellbeing programme


• On-site parking


• Sick pay


• Store discount


• Work from home


Schedule:

• Monday to Friday


Licence/Certification:

• Right to work in the UK (required)