Event Coordinator

JR United Kingdom; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

Join a prestigious private members' club as an Events Co-ordinator, where you will manage and coordinate exclusive events that enrich the membership experience. This role involves liaising with members and suppliers, managing event logistics, and ensuring every detail is executed flawlessly. You'll be the welcoming face of the club, hosting both internal and external events, and building lasting relationships with members. If you thrive in a dynamic environment and have a passion for event management within luxury settings, this opportunity is perfect for you to shine and contribute to a legacy of excellence.

Qualifications

• Proven experience in Events Administration, preferably in luxury hospitality.
• Strong organizational and administrative skills with attention to detail.

Responsibilities

• Develop and manage Club Events and Society Program.
• Act as the main contact for all Club Events and handle inquiries.

Skills

Event Administration

Communication Skills

Organizational Skills

Flexibility

Attention to Detail

Conflict Resolution

Tools

Salesforce Marketing Cloud

Salesforce Events Management Programme

Outlook

Job description

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Come and work as part of our family as an Events Co-ordinator at the Oriental Club; an exclusive Private Members’ Club in the heart of the West End, with almost two hundred years of history.

Role Summary

• Develop, coordinate, and manage the Club Events and Club Society Program.
• Be the point of contact for all Club Events and Societies enquiries from Members, Speakers, Staff Team Members, and Suppliers.
• Manage all event communications, including invitations, RSVPs, speaker management, and guest follow-ups.
• Be the ‘face’ of Club Events—hosting both internal and external events, greeting Members and their guests on arrival, and sometimes attending the entire event. Some evening and weekend work will be required.
• Organise external Club Events for Members, e.g., Annual Wine Society Tour, which may occasionally involve overseas travel.
• Write and create Club and Society Event invitation/update emails in Salesforce Marketing Cloud, with input from the Head of Marketing & Communications, ensuring timely circulation to Members.
• Maintain and update the Club and Society Events Calendar in Outlook, on the website, and on the Club Noticeboards.
• Upload event details, including timings, menus, and service requirements, to the Salesforce Events Management Programme.
• Research, create, and manage event budgets.
• Respond to Member queries about the Events Programme and Club Societies.
• Act as a welcoming ambassador for the Club, building relationships with Members and guests.
• Liaise with the Finance Team to ensure payments are received, refunds processed, and chase overdue payments.
• Coordinate with Food and Beverage and Kitchen Teams regarding event arrangements, dietary requirements, and last-minute changes.
• Create detailed functions sheets for each event, ensuring they are up-to-date in Salesforce.
• Produce menus, place cards, table plans, badges, guest lists, and other event materials.
• Attend weekly internal Functions Meetings, providing necessary documentation in advance.
• Produce and maintain Club Events Signage.
• Update website and social media as needed.
• Contribute content for monthly Club Newsletters when necessary.
• Provide holiday cover for the Private Dining and Events Coordinator.
• Perform any ad hoc duties to meet Member expectations.

Skills and Competencies Required

• Proven experience in an Events Administration role, preferably within luxury hospitality or Private Clubs.
• Excellent written and verbal communication skills.
• Ability to interact confidently with Members, Clients, and Staff.
• Experience with event management and database software is advantageous.
• Flexibility to work evenings and weekends occasionally.
• Willingness to host events nationally and internationally.
• Strong organizational and administrative skills.
• Flexible, adaptable, and proactive in using initiative.
• Immaculately presented.
• Strong attention to detail.
• Friendly, positive, and can-do attitude.
• Ability to multitask in a fast-paced environment.
• Willingness to learn new systems and processes.
• Ability to handle Member interactions tactfully and diplomatically.
• Skills in conflict resolution and handling Member complaints.
• Subscribe to the Club’s values of Exceptional, Spirited, Agile, and Heritage.

Applicants must have the right to work in the UK; this role cannot be sponsored.

Please state salary expectations in your application.