Events Logistics Coordinator
Aurora Energy Research
full-time
Posted on:
Location Type: Hybrid
Location: Oxford • United Kingdom
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About the role
- Organise our in-person client roundtable meetings and workshops. Liaise with venues, caterers and other suppliers, delegates and internal stakeholders, in some cases attend on the day making sure everything runs smoothly, and post event activities such as producing attendance reports and follow ups;
- Coordinate our webinars, including scheduling, test runs, setting up and managing logistics on the day, preparing the recording and attendance report afterwards and sharing it with internal stakeholders;
- Support the large events teams with logistics related to speaker management, including drafting invitations, collecting materials, and preparing supporting documents;
- Assist with sponsorship and partnership administration, and other supplier contracts for the large events, including tracking contracts, deliverables, and payments in collaboration with Finance;
- Provide onsite support for selected in‑person events in the UK (specific responsibilities to be defined per event);
- Podcast Support:
- o Schedule and coordinate briefing calls and recording sessions for the organisation’s podcast series;
- o Work closely with the Podcast Coordinator to ensure all logistics are delivered on time and stakeholders have the information they need.
- Contribute with ideas to constantly improve our events strategy and as part of the wider Commercial team, always asking ‘What’s next?
Requirements
- Enthusiastic, energetic with exceptional attention to detail
- Excellent organisation and negotiation skills, able to manage a range of activities effectively to tight deadline
- Able to multi-task and re-prioritize in a fast-paced and demanding environment
- Work experience within in-person and virtual events organisation or a commercial environment
- Ability to learn quickly and follow or develop processes that improve our internal efficiency
- Professional, excellent communication skills, able to build relationships at all levels
- Able to use your own initiative and to work both independently and as part of a team
- Good PowerPoint, MS Lists, Word, Excel, Outlook skills
- Experience with virtual event platforms such as Zoom
- Willingness to learn and develop
- Work experience within business in-person and virtual events organisation
- Experience with other event platforms such as Stova, Bizzabo etc.
Benefits
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Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
event organizationlogistics managementsponsorship administrationcontract trackingreport preparationmulti-taskingprocess developmentattention to detailnegotiation skillscommunication skills
Soft Skills
enthusiasticenergeticexcellent organizationability to learn quicklyinitiativeteamworkrelationship buildingindependenceadaptabilityproblem-solving