Convening Manager

The Role 

At FILE, we know that bringing our partners together in person is key to driving legal action on climate change. We’re looking for a Convening Manager to help us deliver impactful events that inspire collaboration and progress. 

This role is about more than logistics; it’s about creating meaningful experiences. You’ll lead the planning and execution of FILE’s convenings—gatherings that bring our global partners together for at least a day, often longer. Creating a FILE experience strategically across all of our convenings. You’ll work closely with teams across FILE and externally to ensure each event runs smoothly and aligns with our mission. 

Our convenings take place worldwide, with 2025 events planned in the Netherlands, the UK, Australia, South Africa, and Brazil. Attendance would be needed at each convening where possible. 

This is an exciting, unique opportunity to bring your global event management skills to a growing organisation making a real impact. We’re looking for someone eager to engage with diverse stakeholders, think creatively and strategically about event design, and contribute to our mission but also comfortable with the day-to-day operational side of making the event a success. 

Most work will follow European business hours, but early morning or late evening calls will be needed—at least once per week. 

We encourage candidates passionate about embedding equity, inclusion, and diversity into every aspect of the attendee experience to apply. 

Key Responsibilities 

• Lead and manage all aspects of event planning including location research, venue sourcing, budgets, attendee management matching, working to a brief developed by FILE leads. Equity, diversity and inclusion are important considerations when deciding on location and are reflected in visa considerations, travel time etc. 

• Lead the event planning process, acting as a coordinator with FILE staff in relation to each event 

• Lead budget development for events based on briefs from, and liaison with, FILE’s relevant leads. 

• Coordinate FILE staff attendance at major international events such as COP30 

• Experience in stakeholder management and coordination both internally and externally 

• Manage the accommodation and travel booking process for attendee accommodation and hotels (with FILE’s preferred travel platform) with a focus on ensuring accessibility for all participants 

• Lead communications to attendees through management of guest administration such as invitee and attendee lists, keeping inclusive language and incorporating translation where necessary. 

• Support attendees with visa requirements such as drafting letters of invitation. 

• Comply with legal, insurance, health,  and safety regulations at all times. 

• Provide risk management and mitigation advice as part of ongoing risk assessment and management. 

• Provide coordination between FILE and event facilitators or other key stakeholders 

• Conduct scouting trips (if necessary) to visit potential venues or liaise with FILE staff in those regions to ensure suitability of venues. 

• Manage event execution by being on-site (for mid-large-scale events) or briefing relevant FILE staff for small-scale events and being remotely available to check-in / troubleshoot 

• Build and retain indexes on venues and suppliers 

• Support the refinement of FILE’s convening strategy with the Head of Fieldbuilding and Networks and act as a scout for ideas or methods to improve event design and experience 

• Experience and knowledge of sustainability concerns and mitigations. 

About you 

We know that long lists of criteria can be discouraging and that some candidates will not apply for a role unless they feel they are 100% qualified. If you feel you meet at least some of the essential criteria below, we still encourage you to apply. 

We also recognise that skills and experience can be gained in unexpected places, so we welcome applications from candidates who feel they have relevant skills for the role, gained from a wide range of professional, lived and learned experiences. 

• Demonstrated experience in managing development, planning and execution of multiple events (Experience essential, a formal qualification is desirable)  

• Demonstrates extensive understanding of how event design and attendee experience affects the nature and value of meeting outcomes. 

• Willing to undertake all the administrative tasks relating to event management and planning. 

• Project Management skills, particularly in planning multiple events (at different stages) simultaneously 

• Experience working internationally with stakeholders across the world, including in Africa, South America, SE Asia 

• Language Skills (English essential; Spanish and/or French fluency strongly preferred; other languages, including Portuguese, Indonesian desirable) 

• Experience in working collaboratively with internal and external stakeholders 

• Strong written and oral communication skills to particularly with the intention to inform and to liaise with attendees 

• Experience and enthusiasm for working in international and multicultural environments with a sensitivity and curiosity about different perspectives. 

• Interested in event design and how to improve events to achieve their objectives 

• Sympathy with the mission of the Foundation for International Law for the Environment 

• Entrepreneurial approach  

• Willingness to Travel internationally at least four times per year, with destinations likely to include Netherlands, USA, South Africa, Indonesia  

About FILE 

The Foundation for International Law for the Environment (FILE) was set up in 2018 to be the major philanthropic regrantor scaling up legal action globally to tackle the climate and biodiversity crisis. 

We work as movement enablers, campaign strategists, and impact funders, using the law in pursuit of three interconnected system-level goals: 

• Reducing net greenhouse gas emissions to protect the climate 

• Safeguarding nature 

• Delivering climate and environmental justice 

We pursue these goals by supporting legal action, growing the strength of the climate and biodiversity legal movement globally and enabling people and movements to use legal action to shift narratives. 

As movement enablers, campaign strategists, and impact funders, we do not bring litigation or other legal action ourselves. As a regrantor, FILE is not an endowed foundation, but rather we engage in fundraising to secure resources to support our partners globally. 

Location 

FILE has offices in London and the Netherlands, and a small hub of staff in Australia, US East Coast, South Africa and Brazil. Otherwise, we look to employ staff remotely in the regions where our partners are based. We are advertising this role for candidates based (and with the right to work) in the UK, or the Netherlands but will also consider applications from other locations where we are able to do so.  

Please note, therefore, that you will see this role advertised in multiple locations but that we are only hiring for one position. Please apply to the job post for your preferred location. 

Working for FILE 

FILE is a collaborative community of individuals who share a passion for climate, nature, and justice. We bring together knowledge and experience to support our mission. 

Our people are empowered to lead their work both individually and as part of a wider team in order to make impactful change. As a relatively young organisation with the ambitious mission to change global systems, our roles are ideally suited to those who are highly strategic, flexible and adaptable, and open to growing in line with the Foundation. 

FILE is committed to challenging inequality and values diversity, equity and justice in all areas of life. Our mission, work and impact is global, with staff and partners from across the world and a range of lived experiences. We firmly believe that we are strengthened by the diversity of our partners and staff. 

At FILE, we actively work to create an inclusive culture where colleagues feel welcomed, heard and supported to succeed and thrive. 

How FILE supports its staff 

FILE is committed to creating a workplace that supports our staff to do their best work and develop professionally. FILE offer a generous annual leave policy and additional time-off work to support wellbeing. Amongst other benefits, FILE offers private healthcare and a contribution to a pension scheme. 

FILE is committed to fostering an inclusive workplace where everyone feels valued and empowered. We welcome applications from individuals of all backgrounds and encourage candidates who can contribute to the diversity of our team to apply. 
Join us in making a tangible difference in the fight against climate change by creating spaces where diverse voices come together to drive impactful solutions. 

Applications 

Please apply on our website and upload your CV. In the cover letter, please explain how your experience and skills fit the person specification, but we do recognise that you may not feel you can speak to all the criteria listed above. 

This role is open for applications immediately. If you are interested, we encourage you to submit your application as early as possible. The role will close on the 10th February but we hope to interview before then so please do apply sooner rather than later.