Event Coordinator

Media Search Inc.; Greater London; On-site; GBP 26,000 - 38,000; Full time

Job summary

Media Search Inc. is seeking a busy, varied Events Operations Coordinator who combines excellent customer service with a real fluency in systems and data.

You’ll be the friendly, reliable face for delegates and sponsors and the engine behind our events. You’ll work across our full events portfolio, from breakfast briefings to awards ceremonies, handling registrations, data quality in HubSpot and Jot Form, and post-event feedback.

Qualifications

• Experience in events, customer-service or coordination roles (1–2 years).
• Excellent customer-service skills and a professional demeanor with delegates and sponsors.
• Tech-minded with interest in systems, data, and automation; quick to learn new tools.
• Clear, reliable communicator able to build relationships across teams.
• Highly organized with meticulous attention to detail and ability to manage multiple deadlines.
• A proactive problem-solver who stays calm under busy workloads and follows tasks through to completion.
• Team player who enjoys variety and is eager to contribute across the business.
• Willingness 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 and maintain data accuracy across events.
• Track bookings and revenue in HubSpot and reduce spreadsheet use.
• Provide the team with weekly booking updates and breakdowns.
• Prepare attendee badges and manage registration lists during events.
• Be the main point of contact for delegate queries and post-event feedback.

Skills

Customer service

Communication

Organizational skills

Team player

Problem-solving

Tech-minded

Learning agility

Travel willingness

Attention to detail

Time management

Tools

HubSpot

Jot Form

WordPress

Job description

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.

• 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