Event Coordinator
2 days ago
City of London
JNF UK is seeking a highly organised and motivated Events Executive to support the delivery of high-profile events that make a real impact. This hands-on, part-time role (three days per week) will assist with planning, logistics, guest experience, and on-the-day coordination, helping to ensure smooth operations and professionally run events. Working closely with the Fundraising & Events Manager, you will play a visible role in supporting well-organised, engaging events that strengthen relationships and advance the charity’s work. Location: Hendon, Nort West London, in-office. Hours: Part-time, 3 days per week. Office hours: 09:00 – 17:30 with office closure on selected Jewish festival days. Role Summary The Events Coordinator at JNF UK will support the planning, coordination, and delivery of the Organisation’s varied and high-profile events programme, working closely with and reporting to the Fundraising & Events Manager and a wide range of internal and external stakeholders. This is a hands-on role that sits at the heart of event delivery, contributing to events that engage supporters, strengthen relationships, and advance the Organisation’s charitable aims. Working part-time (three days per week), this role offers a flexible opportunity for someone looking to build or continue a career in events while balancing other commitments. The Events Coordinator will be involved across all stages of event delivery, from planning and logistics through to live, on-the-day support, gaining broad exposure to in-person, online, and hybrid events. The role is well suited to someone who enjoys variety, thrives in a fast-paced environment, and takes pride in supporting well-run, professional events. It offers meaningful responsibility, hands-on experience, and the opportunity to play a visible role in delivering events that make a real impact, within a supportive and collaborative team. Key Responsibilities Event Planning, Logistics, Delivery & Volunteers • Support the Fundraising and Events Manager with planning and delivery of fundraising, community, educational, and engagement events., • Assist with coordinating venues, catering, transport, accommodation, equipment, licences, and suppliers., • Assist with preparing event programmes, running orders, operational checklists, guest lists, and seating plans to support event delivery., • Support on-the-day delivery including set-up, breakdown, front-of-house coordination, guest flow, and stage management, under the direction of the Fundraising & Events Manager., • Assist with recruiting, briefing, scheduling, and supporting event volunteers., • Support liaison with speakers, performers, photographers, security, first aiders, and other on-site providers, and assist with managing access to speaker, staff, and VIP areas on event days. For online and hybrid events; assist with researching and identifying potential guests, supporting outreach, and preparing scripts. Guest Experience, Registration & Communications • Support guest registration and check-in processes, both in-person and online., • Coordinate accessibility requirements and special arrangements for guests and support VIP hosting and seating protocols., • Assist with pre- and post-event communications, including follow-ups and thank-you messages. Budgets, Suppliers & Administration • Support the preparation and management of event budgets in collaboration with the Fundraising & Events Manager., • Track event income and expenditure, monitoring costs throughout the planning and delivery cycle., • Source and compare supplier and venue quotes., • Raise and track purchase orders, process supplier invoices, and liaise with finance to ensure timely payment., • Maintain accurate event records, including supplier documentation and final budget reconciliations., • Flag potential budget variances or financial risks promptly. Health & Safety, Safeguarding & Statutory Requirements • Support event-related Health & Safety planning, ensuring appropriate documentation and controls are in place in line with organisational policies., • Assist with preparing and maintaining event risk assessments, evacuation plans, and safety briefings., • Support coordination of security, first aid provision, crowd management, and emergency procedures., • Support identification and implementation of safeguarding considerations where events involve children, young people, or vulnerable adults, in line with organisational policy., • Assist with identifying and coordinating statutory or regulatory requirements relevant to events (e.g. licences, permissions, insurance confirmations)., • Support briefing of staff, volunteers, and third-party stakeholders on safety, safeguarding, and conduct expectations., • Act as a point of contact on-site for Health & Safety or safeguarding matters, escalating issues to the appropriate senior staff member as required. Person Specification Essential • Proven experience supporting or delivering events in the UK (charity, community, cultural, corporate, or similar)., • Strong organisational and administrative skills with excellent attention to detail., • Experience coordinating venues, suppliers, speakers, and multiple stakeholders., • Experience supporting event budgets, cost tracking, or financial administration., • Excellent written and verbal communication skills., • Ability to manage multiple priorities and remain calm in live event environments., • Confidence supporting Health & Safety and safeguarding arrangements at events., • Willingness to work evenings and weekends as required., • Comfortable working on-site and taking a hands-on approach. Desirable • Event management qualification or relevant professional training., • Experience working with volunteers., • Experience supporting large-scale or high-profile events., • Familiarity with guest registration systems or ticketing platforms., • Experience working with VIPs, speakers, or public figures., • Experience within a charity, non-profit, or community organisation. Additional Information • Office-based at JNF UK’s London Office., • Office hours: 09:00 – 17:30 with early closing on Fridays., • This role requires flexibility to support events outside standard working hours., • Holiday entitlement: 20 days annual leave + 8 UK bank holidays (pro rata for part-time), and Jewish festivals when the office is closed., • Subject to an Enhanced DBS (and barred) check., • This Job Description outlines the general nature and key responsibilities of the role. It is not intended to be an exhaustive list. Duties may evolve in response to organisational needs.