Events and Project Coordinator/Assistant

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 looking for an Events and Project Assistant/Coordinator to join our team working on the implementation of large European contracts. As an Events and Project Assistant/Coordinator, 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 supporting/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 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.

Main Responsibilities :

• Under the direction of Project Managers and the Events Manager, support/lead the preparation and organisation of a series events.

• Overseeing the invitation and registration processes, closely monitoring deadlines, and providing periodic reports to Project Managers and clients. Organising the facilities and event setup (venue, catering, AV equipment, interpretation etc.), which includes developing relationships with venues and external suppliers, and responding to client requirements.

• Coordinating/supporting the preparation of delegate packs, event online pages, event materials and pre-event information.

• Providing onsite/online support during an event, which includes organising suppliers, providing reception duties, assisting participants, and proactively handling any last-minute preparations that may arise. For online events this consists of providing technical support to participants, by guiding them through the functionality and assisting with troubleshooting the videoconferencing tools.

• Administrative tasks, such as accurately updating various databases, trackers, spreadsheets and filing systems.

• Researching and booking travel and hotels for internal staff and external parties, including coordinating with travel agencies. Preparing and issuing subcontracts, using a standard template.

• Providing high quality formatting and proof-reading various documents, taking notes in internal meetings, and uploading information and documents to SharePoint and website pages.

• Team liaison, monitoring functional mailboxes for projects.

• Administering online and paper-based surveys and evaluation forms, reporting on outcomes and proposing ideas to improve event delivery. Providing other general administrative support, as and when required.

Essential Requirements:

• Graduate or a minimum of 2 years’ experience in a similar environment.

• Previous event administration experience. Junior level – assistant – up to 2 years. Senior level - coordinator – 3 to 5 years

• Excellent oral and written English, fluency in another European language an advantage.

• High level of proficiency in Microsoft applications, particularly Microsoft Outlook, Word, PowerPoint and Excel.

• Knowledge of Microsoft Teams/CISCO Webex/Zoom Meetings and various functionality is an advantage.

• Sound business ethics, including the protection of proprietary and confidential information.

• Experience in delegating tasks and supervising others an advantage.

Personal Qualities:

• Highly developed interpersonal skills and self-motivation. Strong attention to detail and high level of accuracy.

• Excellent organisational skills, with a methodical and thorough approach.

• Ability to multitask and to manage a varied workload to achieve agreed deadlines without compromising quality or standards.

• Ability to work within multi-cultural, multi-disciplinary teams spread across different countries and time zones.

• Ability to demonstrate a 'can-do approach', being a problem solver and team player.

• Ability to work with all levels of internal and external parties, including clients. Ability to travel occasionally to events.

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Working at ICF

Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. Smart, compassionate, innovative, committed, ICF employees tackle unprecedented challenges to benefit people, businesses, and governments around the globe. We believe in collaboration, mutual respect, open communication, and opportunity for growth.

Brussels, Belgium (BE75)