Part Time Event Executive

Sodexo; City of Edinburgh; On-site; GBP 18,000 - 24,000; Part time

Benefits offered by this job

Mental health support

Employee assistance programme

Wellbeing app access

Discounts scheme

Salary finance platform

Retirement plan

Death in service

Cycle to Work

Volunteering opportunities

Flexible work environment

Competitive compensation

Full training and uniform

Job summary

Sodexo is seeking a part-time Event Executive at Dundas Castle in Edinburgh. You’ll support the Lead Event Designer with planning, contracts, invoices and client communications to deliver seamless celebrations, from weddings to related events.

You’ll coordinate details, manage diaries and records, and help ensure all departments have what they need for successful delivery. A driving licence and on-site availability are essential.

Qualifications

• Experience in administration or coordination role.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication with clients and colleagues.
• Confidence working with figures, processing invoices and payments.
• Good IT skills; willing to learn event planning/payment systems.

Responsibilities

• Coordinate event planning details and record client requirements accurately.
• Provide attentive client service throughout the planning process.
• Prepare client contracts and ensure signed terms are recorded.
• Prepare deposit and prepayment invoices and chase balances to minimise aged debt.
• Maintain accurate event packages, diary entries and booking information.
• Collaborate with Lead Event Designer on bespoke F&B requirements.
• Use Thynk and Event Wizard to maintain up-to-date event plans.
• Support event delivery and uphold venue standards.

Skills

Administration

Coordination

Organisation

Communication

Invoice processing

IT skills

Driving license

Tools

Thynk

Event Wizard

Freedom Payment

Job description

The following content displays a map of the jobs location - Edinburgh

• 3 days of 8hrs or 4 days of 6hrs.

Job Introduction

Behind every memorable wedding is someone making sure the details are in place. Heritage Portfolio is looking for a part-time Event Executive to provide the organised, reliable administrative support that helps bring exceptional celebrations to life at Dundas Castle.

As a busy destination wedding venue, celebrations at Dundas can extend beyond the wedding day, from rehearsal dinners to farewell breakfasts. Supporting our Lead Event Designer, you’ll help keep every element on track, updating table plans, recording dietary requirements, preparing invoices and making sure changes are communicated clearly. You’ll take pride in keeping information accurate, following up outstanding tasks and ensuring the team has what it needs to deliver a seamless experience.

This role would suit someone who enjoys administration, brings a calm and methodical approach, and finds satisfaction in a well‑organised working week. You’ll be comfortable responding to changing plans, communicating with clients and colleagues, and taking ownership of the detail. Whether you’re returning to work or looking for a part‑time opportunity that makes good use of your existing skills, you’ll play a valued role in a close‑knit events team.

Working 24 hours per week, with flexibility over how those hours are arranged, you can be based at Dundas Castle or our North Fort Street office. This is an on‑site role, and a full driving licence and access to a car are essential for travel to the venue as required.

What You’ll Do:

• Coordinate event planning details, ensuring client requirements are accurately recorded and communicated to all departments and suppliers.
• Provide attentive, personalised client service throughout the planning process, responding promptly to queries and finding creative solutions to their requirements.
• Prepare client contracts and ensure signed terms and conditions are received and recorded.
• Prepare deposit and prepayment invoices, allocate payments to the correct events and follow up outstanding balances to minimise aged debt.
• Maintain accurate event packages, diary entries and booking information for provisional and confirmed events.
• Work with the Lead Event Designer to review bespoke food and beverage requirements and ensure events are priced correctly.
• Use Thynk and Event Wizard to maintain complete, up to date event plans, ensuring all departments have the information needed for delivery.
• Support operational delivery at events and other Heritage Portfolio venues as required, maintaining service standards and working within venue contractual agreements.

What You Bring:

• Experience in administration or a coordination role, with the ability to keep records accurate and tasks on track.
• Strong organisational skills and attention to detail, with confidence managing changing priorities and deadlines.
• Excellent written and verbal communication skills, with a friendly and professional approach to clients, colleagues and suppliers.
• Confidence working with figures, processing invoices and following up payments.
• Good IT skills and a willingness to learn event planning and payment systems, including Thynk, Event Wizard and Freedom Payment.
• A proactive and reliable approach, taking ownership of tasks and seeing them through to completion.
• A positive, flexible attitude and willingness to support the wider team with event delivery when required.
• A full driving licence and access to a car for travel to the venue as required.

What we offer:

Working with Sodexo is more than a job; it’s a chance tobe part of something greater.You’ll belong in a company and team that values you foryou;you’ll act with purpose and have an impact through your everyday actions; and you’ll be able to thrive in your own way.In addition, we also offer a range of resources, rewards and benefits for our colleagues and their families:

• Unlimited access to an online platform offering mental health and wellbeing support.
• Employee Assistance Programme to help with everyday issues or larger problems where you may need additional support, including legal and financial advice, support with work related issues or personal issues such as bereavement.
• Access to a free health and wellbeing app that provides rewards for maintaining a healthy lifestyle and includes access to a 24hr virtual GP and various other services.
• The Sodexo Discounts Scheme, offering great deals 24/7 (also open to friends and family) and/or the prepayment cashback card.
• Money Insights and financial benefits via the Salary Finance Platform.
• Save for your future by becoming a member of the Sodexo Retirement Plan
• A Death-in-Service benefit for colleagues who pass away whilst employed by Sodexo
• Opportunities to enable colleagues to grow and succeed throughout their career at Sodexo, including a variety of learning and development tools.
• Cycle to Work Scheme to help colleagues to do their bit for the environment whilst keeping fit.
• Volunteering Opportunities to enable all colleagues to help support worthwhile causes in our communities.
• Flexible and dynamic work environment
• Competitive compensation
• Full training and full protective uniform supplied.

Sodexo reserves the right to close this advertisement early if we are in receipt of a high volume of applications.

About Sodexo

At Sodexo, our purpose is to create a better every day for everyone to build a better life for all. As the global leader in services that improve the Quality of Life, we operate in 55 countries, serving over 100 million consumers each day through our unique combination of On-Site Food and FM Services, Benefits & Rewards Services and Personal & Home Services.

We are committed tobeingan inclusive employer. We are a forces friendly employer.We welcome and encourage applications from people with a diverse variety of experiences, backgrounds, and identities.We encourage our employees to get involved with our Employee Networks such as Pride, Sodexo Parents & Carers, Sodexo Disability, Ability network, So Together, Generations and Origins.

Sodexo Disability, Ability network, So Together, Generations and Origins.

We’re a Disability Confident Leader employer.We’re committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations.