Event Coordinator

Primary Purpose

Reporting to the Head of Operations, the Event Coordinator will support Event Managers in the end-to-end delivery of a diverse portfolio of events — including large-scale conferences and exhibitions, hybrid and virtual events, roadshows, custom engagements, and webinars. This role requires a proactive, creative, and adaptable approach to event management, combined with strong administrative, communication, and time management skills.

Responsibilities

- Deliver Exceptional Events: Support Event Managers in the seamless planning, coordination, and execution of a diverse portfolio of events, including large-scale conferences, exhibitions, roadshows, webinars, hybrid and virtual events, and industry lead engagements.
- Support Event Logistics: Assist in the coordination of venues, suppliers, speakers, sponsors, and delegates, ensuring all operational aspects are delivered on time, on budget, and to a high professional standard.
- Enhance Client & Stakeholder Experience: Contribute to excellent communication with clients, delegates, speakers, and partners to build trust and ensure positive engagement throughout the event lifecycle.
- Contribute to Team Success: Collaborate with the broader operations team, contributing ideas, problem-solving, and teamwork to ensure the department consistently achieves its objectives.
- Event Administration: Provide administrative support to Event Managers and the wider team, including maintaining event files, updating systems (Asana, Aventri, LMS, CRM), preparing reports, and ensuring documentation is accurate and up to date.
- Project Support: Assist in managing multiple events simultaneously, supporting the planning, scheduling, and monitoring of project timelines to ensure all deliverables are met.
- Logistics Coordination: Support venue research, supplier liaison, AV coordination, catering, design, and print requirements. Assist in contract preparation, negotiations, and tracking supplier deliverables.
- Delegate Management: Assist with registration processes, maintain accurate attendee records, and manage communications (confirmations, reminders, updates). Provide support in handling delegate inquiries and ensuring a positive experience.
- Speaker Liaison: Support Event Managers in communicating with speakers, collecting bios, presentations, and session details, and coordinating AV/technical requirements.
- Sponsor & Partner Support: Assist with sponsor engagement, ensuring deliverables are tracked, branding is managed, and value is delivered.
- Digital & Website Updates: Maintain and update event websites and virtual platforms with accurate information, including agendas, speakers, sponsor logos, and delegate resources.
- Onsite & Virtual Event Support: Provide hands-on assistance during live, hybrid, and virtual events — including registration desk support, session management, delegate/speaker liaison, and troubleshooting on the day.
- Financial Administration: Assist with budget tracking, supplier invoices, purchase orders, and post-event reconciliations to ensure financial accuracy.
- Marketing & Communications Support: Provide timely content and updates to the marketing team, ensuring promotional material, event collateral, and communications reflect the latest event details.
- Stakeholder Communication: Communicate professionally with clients, suppliers, delegates, and internal teams, ensuring requests and queries are handled promptly and accurately.
- Post-Event Evaluation: Assist in collecting and collating delegate, sponsor, and internal feedback, supporting the preparation of post-event reports, budget reconciliations, and team debriefs.
- Team Contribution: Work collaboratively within the operations team, contributing ideas, assisting colleagues where needed, and ensuring events meet PSN’s quality and brand standards.

How We Behave

- Adhere to Public Sector Networks' internal code of conduct, promoting ethical behaviour, integrity, and compliance with company policies and procedures at all times.
- Living Public Sector Networks core values in every aspect of work, fostering a culture of integrity, teamwork, and excellence among team members and our clients.
- Lead by example in demonstrating professionalism in all interactions, maintaining a high standard of conduct and communication, internally and externally.
- Promoting a positive and collaborative work environment, encouraging a can-do attitude, resilience, and optimism among team members to overcome challenges and achieve success.

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