Event Coordinator

Media Search Inc.; City Of London; Hybrid; GBP 30,000 - 36,000; Full time

Job summary

Media Search Inc. in London is seeking an Event Coordinator to manage registrations, delegate communications, and sponsor coordination across the events portfolio, with a flexible hybrid setup.

You will support data hygiene in HubSpot, prepare attendee materials, and interact with delegates and sponsors to ensure smooth operations. A blend of customer service, data handling, and systems navigation is essential, including familiarity with HubSpot, Jot Form, and WordPress.

Qualifications

• 1–2 years in events or coordination, ideally B2B or professional setting
• Excellent customer-service skills with delegates and sponsors
• Tech-minded and able to learn automation and AI tools to speed up tasks
• Clear, reliable communicator with cross-team collaboration
• Highly organized with attention to detail across multiple events
• Quick to learn CRM/registration tools like HubSpot and Jot Form; learn WordPress
• Proactive problem-solver who stays calm under busy workloads
• Team player who enjoys variety and business involvement
• Keen to learn event operations and build toward an events career
• Willing to travel globally for events and work flexible hours around event dates

Responsibilities

• Set up event registration forms on Jot Form and test before going live
• Process registrations across events; clean data daily with high accuracy
• Track bookings and revenue against targets in HubSpot; reduce spreadsheet use
• Provide weekly booking updates and breakdowns to the team
• Issue receipts and invoices; process offline bookings; keep CRM up to date
• Prepare and print attendee badges; manage registration list through to event
• Be the main contact for delegate queries across the portfolio; own event communications
• Create and manage post-event feedback forms
• Process and proof contracts for sponsor deliverables; uphold brand standards

Skills

Customer service

Communication

CRM systems

HubSpot

WordPress

Jot Form

Travel readiness

Tools

HubSpot

Jot Form

WordPress

Job description

Event Coordinator

London (Hybrid) X3

Circa £30,000+ (International Travel)

This is a busy, varied role at the centre of my client’s event operations team, built on two things: excellent customer service and a real fluency with systems and data. You'll be the friendly, reliable face of their events for delegates and sponsors, and the person who runs the engine behind them.

You'll work across our full events portfolio, from intimate half-day formats such as breakfast briefings, luncheons and roundtable discussions, through to our forums, think tanks and awards ceremonies.

Experience Required...

• 1 to 2 years' experience in an events, customer-service or coordination role, ideally in a B2B or professional setting
• Excellent customer-service skills and a warm, professional manner with delegates and sponsors
• Tech-minded and naturally drawn to systems, data and tools like HubSpot and automation, always looking for what AI can speed up or take off your plate (or genuinely keen to learn)
• A clear, reliable communicator who builds strong relationships across a business, working closely with teams and colleagues at all levels
• Highly organized, with the meticulous attention to detail this role runs on, comfortable managing multiple deadlines across several events at once
• Quick to learn CRM and registration tools such as HubSpot and Jot Form, and able to learn to update web pages (we use WordPress)
• A proactive problem-solver who stays calm under a busy workload and follows things through to done
• A team player who enjoys variety and wants to get involved across the business
• Keen to learn how event operations run and to build toward an events career
• Happy to travel globally for events when needed and work flexible hours around event dates

Before the event

Registrations and data (the engine room)

• Set up event registration forms on Jot Form and test before going live
• Process registrations across all events, checking and cleaning the data daily with close attention to detail, so it stays accurate and trusted
• Track bookings and revenue against target in HubSpot, moving these processes off spreadsheets as we go
• Provide the team with weekly booking updates and breakdowns
• Issue receipts and invoices, process bookings taken offline, and keep the CRM up to date
• Prepare and print attendee badges, and manage the registration list through to the event

Delegate communications and customer service

• Be the main point of contact for delegate queries across the portfolio, with your name on event communications
• Create and manage post-event feedback forms

Sponsor coordination

• Process and proof contracts for sponsor and partner deliverables across our events and the content side of the business, and for the sales team, upholding company standards and consistency