Job Introduction
We are seeking a dynamic, highly organized, and customer-focused Events Coordinator to join our team at The Royal Academy of Arts renowned for delivering exceptional guest experiences. The successful candidate will be responsible for coordinating and executing a wide range of events including corporate meetings, private functions, internal client meetings and exhibition in-house promotions. This role demands outstanding communication skills, meticulous attention to detail, and the ability to work collaboratively with multiple departments.
Role Responsibility
* Plan, coordinate, and deliver internal events in collaboration with Academy teams, ensuring high-quality execution and guest satisfaction.
* Act as the primary point of contact for internal clients, vendors, and Sodexo/Heritage Portfolio stakeholders.
* Provide catering services for internal meetings, including drop-off setups and post-meeting clearances.
* Manage event budgets, monitor spend, and complete financial reconciliation in coordination with the finance team.
* Oversee event logistics such as catering, staffing, venue setup, and health & safety compliance.
* Input event details and schedules into Priava and Microsoft Teams to keep all informed and aligned.
* Organise and maintain a flexible, self-managed rota; standard workweek is Tuesday to Saturday, with occasional Sundays and Mondays.
* Support café operations during quieter event periods, assisting with service and stock management.
* Conduct post-event reporting and contribute to continuous service improvement.
* Keep accurate record of events in the designated folders of the shared drive
Tools & Systems:
* Priava (event management software)
* Microsoft Teams (event communication and coordination)
* Microsoft Excel (budgeting, schedules)
* Microsoft PowerPoint (presentations, reports)
The Ideal Candidate
* Proven experience in event coordination, preferably within a hospitality environment
* Excellent organizational and multitasking skills
* Strong verbal and written communication abilities
* Proficiency in Microsoft Office and event management software
* Ability to work under pressure and manage last-minute changes with poise
* A customer-first attitude and commitment to delivering outstanding service
* Flexibility to work evenings, weekends, and public holidays as required
Key Skills:
* Strong attention to detail
* Excellent time management and organizational skills
* Event and catering coordination
* Budget tracking and reconciliation
* Internal meeting support (drop-off & clearance)
* Cross-functional collaboration and communication
* Operational flexibility and multitasking
* Self-scheduling and proactive problem-solving