Brasenose College, Oxford

Events and Volunteer Coordinator

Brasenose College, Oxford

full-time

Posted on:

Origin:  • 🇬🇧 United Kingdom

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Salary

💰 £31,459 - £36,616 per year

Job Level

Mid-LevelSenior

About the role

  • Build strong and positive relationships with alumni through regularly scheduled events (online and in person) and support alumni volunteer groups.
  • Work with College departments to book events in College and consult with senior members on key decisions.
  • Organise alumni events in London, around the country, and abroad; make travel arrangements for key staff.
  • Support the Principal’s event programme including inviting alumni, monitoring responses, sending meeting links or joining instructions, and providing live backroom support.
  • Prepare and monitor event budgets in line with agreed annual expenditure.
  • Produce invitations, promote and communicate events, and maintain event booking sections on the College website and intranet.
  • Prepare mailing lists, record RSVPs on the database, book accommodation, log payments, and send confirmations.
  • Produce periodic attendee lists and payment reports; produce event reports for Development Committees and Alumni Society.
  • Ensure smooth-running of events: attendance lists, badges, place cards, programmes, seating plans, guest registration, audio-visual set-up.
  • Attend events (often outside standard hours) and offer time off in lieu.
  • Brief internal senior staff attending with guest lists and running orders prior to events.
  • Monitor event success, apply feedback to improve programmes, and handle alumni requests such as dinners and accommodation.
  • Maintain and develop alumni volunteers and Year Rep network; attend and provide updates at Brasenose Alumni Society meetings.
  • Act as first point of contact for alumni, donor, and volunteer enquiries, monitoring inboxes and answering calls.
  • Participate in training and development, follow College policies, maintain security of department and personal data confidentiality.

Requirements

  • Ability to communicate effectively at all levels, adapting styles as required.
  • A goal oriented, driven, proactive, team player with energy and enthusiasm.
  • A high level of tact, diplomacy and sensitivity to confidentiality.
  • Highly organised, systematic, meticulous and reliable.
  • Oral and written communication of a very high standard.
  • The ability to learn new skills and systems quickly and develop good office IT skills.
  • Excellent organisation skills, forward planning and the ability to work in a methodical way.
  • Socially confident, outgoing, friendly and articulate.
  • University degree (desirable).
  • Sound working knowledge of Microsoft Office packages (desirable).
  • Ambitions for a career in fundraising (desirable).
  • Previous experience of working in a not-for-profit organisation (desirable).
  • Experience of working in a Family Office or Alumni Relations Office (desirable).
  • Willingness and ability to adopt a flexible approach to working hours and duties; availability to attend events outside standard hours.
  • Right to Work in the UK and satisfactory references and medical clearance (as appointment conditions).