Conference Suite Coordinator - Event Support

National Council for Voluntary Organisations

Hours
35 hours per week

Length of contract
12 month

Salary
£37,612 - £37,613 per year

About the Organisation

For over 100 years, NCVO has stood shoulder to shoulder with communities, championing and celebrating voluntary action. Our membership is made up of over 17,000 voluntary organisations across England, from small, grassroots community groups and social enterprises, to large, far-reaching charities. We believe that communities are strengthened by voluntary action. We therefore want charities to thrive and be empowered to deliver for people and communities.

​We focus on empowering charities and volunteers by ensuring they have the knowledge, tools, and resources they need. We advocate for and with our members, giving voice to those not often heard, and harnessing the collective power of partners to ensure the voluntary sector is valued. We bring charities together so they can learn, connect, and create a greater impact.

​As the voluntary sector and volunteering adapt to new challenges and a changing context, so must NCVO. We are therefore prioritising work to evolve as an organisation to ensure we live our values of ambition, inclusion, openness, and collaboration in everything we do internally and externally. ​We have around 80 staff and an income of more than £7m per year. With our members at the heart of everything we do, our mission is to unite to champion the remarkable role of charities and volunteers because stronger charities make for stronger communities.

About the role

In this role, you'll coordinate events in our conference suite, delivering outstanding service to both internal and external clients. You will ensure everything runs smoothly on the day, proactively solving problems and creating a welcoming, professional experience that exceeds expectations. By building strong relationships and maintaining high standards, you'll play a key part in supporting NCVO’s events and growing our community of returning clients.

Responsibilities

To coordinate the day-to-day running of events in the conference suite:

• Responsible for checking all meeting rooms daily to ensure room setup as required.
• Responsible for meeting and greeting all conference suite organisers.
• Responsible for setting up equipment for events.
• Be a visible presence at the venue to maintain the presentation of our meeting rooms and to assist event organisers with general requests on the day. 
• Ensure client deliveries are taken to the appropriate rooms on the day.
• Responsible for ensuring all conference suite organisers understand housekeeping/health and safety instructions.
• Help as required with setting up meeting rooms (some manual work will be involved).
• Responsible for checking equipment for daily use.
• Advise lead coordinators or the conference suite manager/deputy of related issues.

Administration Assist with conference suite bookings:

• Deal with conference suite bookings via telephone, email, online post, and follow up with the paperwork required.
• Show prospective clients around the suite and give advice on the best use of our facilities.
• Respond to enquiries from new and existing conference suite users.
• To work with the conference suite manager on areas such as evaluating and monitoring user needs.
• Manage all work-related contacts and projects on NCVO’s CRM system.

Catering Coordination:

• Supporting the smooth running of the NCVO conference suite catering service by acting as a central coordinating point for front-of-house catering. 
• Supporting catering assistants with daily scheduling for refreshments and lunch deliveries, alerting the chef to issues in a timely manner.
• Supporting efficient booking administration through proactively chasing up and processing catering orders. Checking through event details and making amendments to function sheets as necessary. 
• Provide advice to clients on catering packages to increase sales opportunities.
• Provide clients with advice regarding our standard special diet provision and escalating non-standard special diet requests to the chef.
• Seamless handover of function sheets daily, for the clients and all frontline services, including reception, catering, room setters, and coordinators.

Weekend management responsibilities for conference suite service:

• Responsible for unlocking and securing the building (including the burglar alarm) before and after event days.
• Manage staff on event days.
• Oversee the catering service.
• Oversee the smooth running of the day’s events.
• Set up and troubleshooting of AV equipment as required.
• Facilities duty manager.
• Catering cover: provide relief duties as required to maintain the catering service.

Facilities Management:

• To cover any other duties within the team when required to ensure the smooth operation of the central services team.
• Undertake fire warden and first aider duties for our clients and colleagues.

Skills, Competencies & Experience

Experience:

• Work to ensure our facilities are inclusive for our clients on event days, and have a good understanding of the need to provide a service that is accessible to all our clients.
• Good administration or relevant customer service experience. 
• Experience of using and maintaining an organisation's database (such as CRM).
• Working in a customer service team.
• Manage others from diverse fields, maximising their potential and benefit to NCVO
• Experience of, and capable of, first aider and fire warden duties (training will be provided for this role).

Knowledge:

• Strong administrative experience.
• NVQ 3 or equivalent and strong experience in conference/event administration.
• Understanding of audio-visual equipment setups for meeting presentations.

Skills:

• Helpful, approachable, calming attitude is essential.
• Excellent relationship management skills with the ability to communicate effectively with a wide range of customers using various media.
• Be visible to clients and have a customer-first approach to meet ‘on the day’ demands from clients.
• Excellent administration and organisation skills.
• Able to work under pressure and be dependable for teammates and clients.
• Good numeracy, written, and speaking skills.
• IT literate, with excellent database skills.

Compensation & Benefits

• 25 days’ Annual Leave and office closure between 25 December and 1 January inclusive. 
• ​2.5 extra ‘wellbeing’ days off during the year
• ​Enhanced pay for sick/maternity/adoption leave
• Subsidised gym membership
• Season ticket loan
• Monthly homework allowance for permanent homeworkers
• Monthly office worker allowance 
• Generous employer pension contribution of 8.5% of salary,
• Pension scheme (linked to employee contribution)
• Training and development opportunities.
• Hospital Saturday Fund health cash plan
• ​24-hour free and confidential employee assistance programme

Working locations

• Office based at Society Building, 8 All Saints Street, London N1

How to apply

• Application form1
• Application form2
• Please complete both parts of the application, quoting the reference SDM, and email to [email protected]
• If you have any queries regarding our vacancies or experience any issues downloading or submitting your application form, please email [email protected].

Interviews

• Shortlisting date: Tuesday, 2nd September 2025
• Interviews: W/C 08th September 2025.

Policies

NCVO is fully committed to equity, diversity, and inclusion in our sector. We want this to be reflected in the diversity of our employees, and we welcome applications from people from all backgrounds and identities.

We particularly welcome applications from under-represented groups in the voluntary sector and those with diverse lived experiences. As part of our commitment to employing disabled people, all disabled candidates who meet the minimum requirement for all competencies on the person specification will be guaranteed an interview.

Please let us know if you have access needs or require reasonable adjustments as part of the recruitment process.

Return to listing