Events Coordinator

Royal Academy of Engineering

About the Organisation

Royal Academy of Engineering is a charity that harnesses the power of engineering to build a sustainable society and an inclusive economy that works for everyone. In collaboration with our Fellows and partners, we’re growing talent and developing skills for the future, driving innovation, building global partnerships, and influencing policy and engaging the public. Together, we’re working to tackle the greatest challenges of our age.

With a diverse workforce and an inclusive and supportive culture, we look to attract candidates from a wide and different backgrounds who have a passion for the role engineering plays in society. Our aim is to make the Academy the best place to work for the staff we have and those we seek to attract.

About the role

Our events feature some of the best engineers, technologists, and innovators in the world. This role will be crucial in providing support for specifically allocated events, including the management of all event logistics and other operational logistics for the assigned in-person, online, and hybrid events. The key responsibility is to support work that involves all aspects of the customer event booking process.

We maintain a busy calendar of high-profile events, and you will play a key role in helping them come together by assisting with event logistics and by bringing everything it takes to make every event a success. This is a great opportunity to work on different types of events, supporting internal programme teams in planning their events and assisting the Academy's Events team in delivering overall events and strategy. You'll help coordinate various event details, providing support to ensure everything runs smoothly.

We’re looking for a true self-starter with event management experience, especially in guest management, an understanding of event marketing, and the ability to handle multiple tasks at once. The ideal candidate will be a team player with good IT and communication skills, and able to stay calm under pressure. You should be organised, detail-oriented, and ready to take responsibility. Managing suppliers and working on different tasks will be a key part of the role, and you will need to combine practical thinking with creativity to help ensure our events run smoothly.

Responsibilities

Key Responsibilities:

• Lead on logistics and overall planning for specifically assigned events that are smaller in size and not overly complex, from inception to completion, including managing expenditure within the allocated budget, as delegated by the line manager. These could include dinners, webinars and workshops.
• Assist with organisation of ad hoc events run by other Academy departments with the following: event logistics, supplier sourcing and management (photographer, florists), liaising with in-house catering partner, delegate bookings and enquiries, on-site event management and post-event feedback.
• To support event marketing to specified target audiences. This will involve preparing e-mail marketing in dotdigital (Dotmailer), updating the Academy website, and data management (CRM, Microsoft Dynamics).
• To work on all aspects of the customer event booking process using CRM (Microsoft Dynamics) and all other event administration. This will include the processing and maintenance of event bookings and event participant data, taking payments, issuing confirmation letters and receipts, as well as producing guest lists, name badges and other event materials.
• Utilise existing tools, systems and processes to ensure best practice is applied across all Academy events, including a checklist of things that should be decided for each event: objectives, key messages, themes, target audiences, communication channels and any call to actions or follow up messages.
• Prepare comprehensive and accurate written runsheets and event briefing packs for the President, CEO, speakers, staff and suppliers. This will include scheduling rehearsal time to allow for technical checks and delivering verbal briefings at events.
• To carry out any other tasks as are reasonably requested by the Head of Events/Senior Events Manager and which are within his/her capabilities and resources.

Key Results:

• Where responsibility for organisational aspects of specific events has been delegated by the Head of Events and Marketing, all arrangements are in order, and the highest standard of presentation is achieved.
• Highly accurate documentation is produced for all events in a timely manner.
• Use the events CRM registration system (Microsoft Dynamics 365) to maintain accurate records of all event bookings and event participant interactions.

Skills, Competencies, Experience & Attributes

Experience & Qualifications:

• Experience in coordinating events.
• Experience in producing events within commonly used platforms, Zoom (meetings & webinars) and Microsoft Teams.

Knowledge:

• Maintaining an events database
• Microsoft Office (Intermediate to Advanced level for Microsoft Excel and PowerPoint)
• Broad knowledge of administrative systems, procedures and processes.

Skills:

• Organisational skills
• A great attention to detail
• A team player who demonstrates a willingness to share
• information and an ability to communicate positively and effectively with colleagues, Fellows and Academy contacts at all levels
• Ability to multitask and maintain high standards and accuracy under pressure
• Excellent communication skills, both oral and written.

Personal Style & Behaviour:

• Calm, confident, articulate and professional approach to work
• Pro-active and independent self-starter; flexible and approachable with a can-do attitude
• An organised approach to undertaking work
• Keen to grow expertise and experience.

Other Requirements:

• A high degree of trust and reliability
• Commitment to quality, customer service, best practice and best value in all aspects of the Academy’s operations
• Flexibility to work out of hours to support events

Desirable:

• Updating event websites
• Using CRM systems (ideally Microsoft Dynamics)
• Experience in managing complex guest lists and table plans.
• Event budgeting

Compensation & Benefits

• Generous holiday allowance plus additional quarterly wellbeing days and Christmas office closure
• Non-contributory pension scheme with 10% employer contribution
• Significant investment in your personal and professional development
• Annual pay review
• Health and well-being programmes
• Regular social activities

Working locations

• Hybrid model, working in the London office and remotely

How to apply

• Apply online

Interviews

• Interview date: w/c 13th April 2026
• Interview location: London

Policies

The Academy is committed to making reasonable adjustments to remove barriers that hinder applicants from applying or staff from working effectively and comfortably. With a diverse workforce and an inclusive and supportive culture, we look to attract candidates from a wide and different backgrounds who have a passion for the role engineering plays in society.

Our aim is to make the Academy the best place to work for the staff we have and those we seek to attract. The Royal Academy of Engineering is proud to be an ‘A’ Rated Skilled Worker Sponsor Licence holder, as approved by the UK Immigration Authorities.

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