Events and Project Specialist

Position description

ICF is a leading provider of consulting services and technology solutions to governments and commercial clients in the United Kingdom, Europe and globally.

We are expanding our services, and to promote this growth, we are looking for an Events and Project Specialist to join our team working on the implementation of large European contracts. As Events and Project Specialist, you will assist with all aspects of event management and provide significant administrative and project support to a range of activities. You will be responsible for leading and coordinating the delivery of events from inception to post-event reporting, dealing with the logistics for face-to-face events and with the technical requirements for online events. This is a varied role, covering the organisation of face-to-face, virtual and hybrid models of events, as well as supporting Project Managers with contractual, financial, and organisational aspects of a project. This can include guidance on developing the strategic concept of an event, setting up online event spaces, coordinating the invitation and registration processes, providing support to event participants, co-technical facilitation for online events, maintenance of administrative systems and files; monitoring of functional mailboxes; administration of online and paper surveys; updates of websites and portals; and coordination with internal and external partners, suppliers, clients and stakeholders.

The Events and Project Specialist will lead the preparation and organisation of a series of events, overseeing the invitation and registration processes, and ensuring deadlines, budget and quality requirements are met. This role involves organising facilities and event setup, including venue, catering, AV equipment, and interpretation, while developing relationships with venues and external suppliers. The specialist will coordinate with junior colleagues on the preparation of delegate packs, event online pages, event materials, and pre-event information.

Main Responsibilities:

• In collaboration with project managers, support the delivery of events from inception to post-event reporting, dealing with logistics for face-to-face events and technical requirements for online events;
• Provide onsite/online support during events, including initial moderation (for online events) or assisting participants, organising suppliers, reception duties, and handling last-minute preparations;
• Possibility to take on or grow into line management responsibilities;
• Keeping abreast of developments in the online in-person events space and proposing innovative solutions;
• Perform administrative tasks, such as updating databases, trackers, spreadsheets, and filing systems;
• Research and book travel and hotels for internal staff and external parties;
• Prepare and issue subcontracts using a standard template and dealing with vendors and suppliers;
• Format and proofread various documents, take notes in internal meetings, and upload information to SharePoint and website pages;
• Administer online and paper-based surveys and evaluation forms, report on outcomes, and propose ideas to improve event delivery.

Qualifications

Essential Requirements:

• Graduate with a minimum of 5 years of experience in event organisation, and experience in a more senior role involving line management or supervision;
• Excellent oral and written English. Fluency in another European language is an advantage;
• High level of proficiency in Microsoft applications, particularly Outlook, Word, PowerPoint, and Excel;
• Knowledge of Microsoft Teams, CISCO Webex, Zoom Meetings or other online tools;
• Sound business ethics, including the protection of proprietary and confidential information;
• Experience in delegating tasks and supervising others.

Personal Qualities:

• Highly developed interpersonal skills and self-motivation;
• Highly collaborative person with the ability to build and maintain strong relationships within the team and with stakeholders;
• Strong attention to detail and high level of accuracy;
• Excellent organisational skills, with a methodical and thorough approach;
• Ability to multitask and manage a varied workload to achieve agreed deadlines without compromising quality or standards;
• Demonstrated ‘can-do’ approach, problem-solving skills, and team player mentality;
• Willingness to travel occasionally to events.

Application instructions

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