Events Operations Coordinator
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Title: Events Operations Coordinator
Location: Westminster/Hybrid
Hours: 36.25 hours per week
Salary: £34,000 per annum
The Institution of Civil Engineers (ICE) is a 97,000-strong global membership organisation with over two hundred years of history.
We are a centre of engineering excellence, qualifying engineers and helping them maintain lifelong competence, assuring society that the infrastructure they create is safe, dependable and well designed.
Our network of experts offers trusted, impartial advice to politicians and decision-makers on how to build and adapt infrastructure to create a more sustainable world.
About the Role:
The ICE are seeking a proactive and highly organised Events Operations Coordinator to join our events team. You will play a key role in delivering a seamless delegate experience across a wide range of ICE events — from conferences and lectures to webinars, corporate functions, and specialist meetings.
You will support the events operations team with day-to-day administration while also independently managing a small portfolio of events, ensuring they are delivered professionally, on time, and within budget.
Key Responsibilities:
- Provide excellent customer service by responding promptly to delegate enquiries (email, phone, and in person)
- Register delegates and maintain accurate attendance records
- Monitor shared inboxes to ensure timely communication
- Prepare pre‑event communications and joining instructions
- Collaborate with internal teams to build targeted guest lists
- Liaise with authors and speakers regarding presentations and AV requirements
- Administer sponsor and exhibitor contracts
- Produce KPI reports to support departmental performance tracking
- Prepare delegate badges and event materials
- Process technical paper submissions and maintain accurate database records
- Record meeting minutes (occasionally)
- Analyse financial data to compile weekly commercial revenue reports
- Create running orders for speakers and chairs
- Support or manage on‑the‑day event delivery (in person and online)
- Run speaker rehearsals to ensure confidence with event technology
- Manage suppliers (venues, printers, photographers, etc.)
- Train and mentor Administrators to maintain consistent, high‑quality processes
About You:
- Strong understanding of event and delegate registration processes
- Experience managing external suppliers
- Excellent written and verbal communication skills
- Outstanding customer service
- High attention to detail
- Solid proficiency in Microsoft Word, Excel and PowerPoint
- Experience with online event platforms
- CRM experience (desirable)
- A‑Level education or equivalent experience in an events environment
ICE Group Benefits:
- 25 days annual leave plus Bank Holidays
- Shutdown over Christmas period
- Annual £100 allowance towards your well-being
- Discounted hot food from on-site Café bar.
- Up to eight per cent of salary contributed to a personal pension scheme.
- 24-hour employee support line
- Death in service benefit equivalent to four year’s salary
- Interest free season ticket loan
- Cycle to work scheme.
- Big Gym membership savings with the Gymflex scheme
- Your Rewards discount scheme
ICE Group is an equal opportunities employer and are committed to ensuring an inclusive recruitment process. We welcome applications from disabled candidates and will provide reasonable adjustments throughout the recruitment process. If you need support or an alternative format, please contact us at people.team@ice.org.uk
General Data Protection Regulations (GDPR) 2018
The data collected via this application process will only be used by the ICE Group for the purpose of recruitment and for the performance of an employment contract if a job offer is made. This data will not be disclosed to any external sources without express consent unless required to do so by law. Unsuccessful applicants’ data, both electronic and paper will be deleted/shredded six months from date of application. For any questions or concerns about your personal data, please get in touch with our Data Protection Officer at the details provided below: at Email: dataprotection@ice.org.uk
Applicants have the right to complain to the ICO at http://ico.org.uk/ if they have a concern with the way ICE is handling their data.