Events Coordinator

About the Role
As an Events Coordinator, the primary focus of the work will be to coordinate the production of face to face and digital events. The Jack Petchey Foundation delivers live venue events and digital events for the Jack Petchey Achievement Award Scheme. The digital events are pre-recorded digital broadcasts for schools and clubs and are in place where a live venue event is not possible. The role will also assist in the production of both live and digital events and provide some general administration support for the events team. Once trained, the post holder will be responsible for the organisation of a set number of Jack Petchey Achievement Award Events.

Purpose of the Role

 Support the Achievement Awards Events Manager and Head of Events in organising and producing live venue events and delivering digital events when a live venue event is not possible.

 Ensure the quality and standard of events is in keeping with JPF’s high standards and branding.

 Support delivery of the live venue events.

 Provide general administrative support to the Events Team

 Support the Achievement Awards Event Manager in the upkeep of the Events Team office, equipment, materials and supplies.

 Ensure that accurate records are kept on all JPF systems.

 Ensure that young peoples’ achievements are celebrated.

About You

This is an exciting opportunity to join us as we grow our work as a Foundation. You will have an opportunity to use and develop a wide range of skills in a dynamic and supportive team that is committed to maximising our positive impact on young people, through our events.

The role demands a wide range of skills and a high degree of autonomy, reliability and flexibility. We are seeking an efficient, highly organised team member with excellent communication skills and a passion for our work. You will need to be able to manage your own workload within agreed targets and maintain a programme of planned events, while creating new development opportunities.

You will possess an eye for detail, good administration skills and the ability to communicate confidently and present a positive external profile for the charity. This is a busy and satisfying role, with each event team member working with over 2000 schools and clubs across London and Essex.

Evening and weekend work is a requirement to meet the demands of this role, which on occasion can require up to 2-3 evenings in one week, depending on the event schedule. Time off in lieu will be granted for additional hours worked.

This is a perfect time to join the Foundation —under our new Event Manager and Head of Events, we are exploring how to streamline our processes, work with AI and improve our guidance. This is your chance to make your mark within a motivated and ambitious team, and help us to reach even more young people with our celebratory events.

Main Areas of Responsibility

Coordination of JPF Events and Event Presentation

1.1 Circulate invitations to schools and youth organisations to participate in live venue and digital events in a timely manner.

1.2 Ensure that tickets for live events and broadcast/pre-recorded digital events have been allocated and issued to all guests.

1.3 Invite VIPs to attend a live venue or record a message for the digital events and support them through this process, providing briefing and technical advice (if required).

1.4 Invite performers from schools or youth organisations to perform at live venue events, or record a piece for a digital event.

1.5 Source award winners’ citations for the event host’s script prior to the live venue event delivery or the event recording/broadcast.

1.6 Produce a presentation for the live venue events or broadcast digital events using presentation software. 1.7 Produce event programmes for live venue events.

1.8 Provide support to live venue events.

1.9 Undertake post-event follow up responsibilities.

2. General Administration Duties 

2.1 Respond to event-related telephone /email enquiries.

2.2 Produce letters, minutes, and maintain digital and physical filing systems, using the JPF Salesforce database as appropriate.

2.3 Ensure accurate records are kept on the Salesforce system.

2.4 Collate event feedback responses and support with preparing management reports.

3. Event Materials and Events Office Upkeep

3.1 Support the AA Events Manager to ensure sufficient supplies of event materials, ordering new stock as necessary.

3.2 Organise and package event materials and resources for events. 3.3 Ensure supplies of materials are stored in a tidy/accessible manner. Other Responsibilities

4.1 Actively contribute to Event and JPF Team meetings.

4.2 Support specific JPF projects working with young people where required. 4.3 Offer telephone/email support and advice about JPF events.

4.4 Act at all times within the ethos and policies of the Jack Petchey Foundation and implement JPF values in your day to day work.

4.5 Undertake any other tasks as agreed with the Achievement Awards Events Manager and Head of Events.

The post holder will work as part of the wider team from the Jack Petchey Foundation Headquarters in Canary Wharf.

These are the normal duties requires of the position. However, it is important that all staff are prepared to be flexible as they will be required from time to time to perform other duties.

The post holder will work as part of the wider team from the Jack Petchey Foundation headquarters in Canary Wharf with some home working possible within the framework of the JPF Hybrid Working Policy. You will be required to travel to attend visits, events and meetings, including at weekends and in the evenings.