The Events and Engagement Officer will play a key role in the delivery of the schools varied and exciting external relations events programme, encompassing current and former parents, Old Etonians and other supporters. The programme spans a wide variety of events - ranging from intimate lunches, dinners, and receptions to lectures, alumni reunions, and tailored donor visits. Events are hosted at the College, in London, across the UK, and internationally. The Events and Engagement Officer will be responsible for the planning, coordination and hands-on delivery of specific events within the annual calendar and will also provide both operational and administrative support to the Events and Engagement Manager for other events where needed.
The role sits within the Colleges Engagement Team, which is part of the External Relations Department, working alongside the Development (Fundraising) and Communications Departments. The post holder may also be required to support main school events as necessary and other school departments who organise events.
While predominantly office-based, the role includes hands-on support at events, some of which take place during pre-defined evenings and a number of specific weekends. This is a fast-paced and varied role requiring excellent organisational skills, attention to detail and the ability to work both independently and as part of a team.
Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply.
Benefits
Eton College offers a wide range of benefits, includingan 11% employer contribution to your pension (with 4.9% employee contribution), Employee Assistance Programme, enhanced Maternity / Paternity scheme,a cycle to work scheme, subsidised lunches during term time, free or heavily discounted access to the Colleges sport and leisure facilities and discounts at local retailers and businesses.
Main Duties
Event Planning & Delivery
Work closely with the Events and Engagement Manager on the planning and operational delivery of an annual events and engagement calendar;
Lead the planning and delivery of specific events, overseeing event timelines, logistics and documentation, on-the-day delivery and post-production follow up and evaluation
Oversee the production of event collateral and materials such as invitations, name badges, place cards and menus, seating plans and guest lists where necessary;
Organise event logistics such as venue set up, catering provision, parking arrangements and liaise with key internal stakeholders such as Security and Porters;
Coordinate event entertainment where applicable, such as pupils, colleagues, performers, and guest speakers;
Oversee the delivery of events on the day and provide hands-on support, including welcoming guests, organising vendors, assisting with catering and refreshments, communicating with relevant staff, and organising event set-up and de-rig;
Act as a point of contact for guests, responding to RSVPs and queries in a time efficient, friendly, and professional manner.
Event Software & Systems
Create and manage online ticketing and event booking systems;
Ensure the CRM databases stay up to date with RSVPs in a timely manner;
Contribute to the development of processes and systems to underpin future growth.
Stakeholder and Suppler Liaison
Develop and maintain strong working relationships with stakeholders internally and externally, including but not limited to the Development, Engagement and Communications Team, the Old Etonian Association, the School Leadership Team, College Leadership Group, School Office and Catering teams;
Maintain centralised records of supplier and venue information and conduct regular research to identify potential locations for a variety of event formats across London, the UK and overseas as needed.
Team Support and Administration
Maintain photographic archives of events when applicable, liaising with photographers to ensure a timely delivery of event assets;
Assist the team with evaluation and reporting on event and engagement activities;
Collaborate with the team to manage shared inboxes and ensure timely responses to event-related queries;
Carry out other duties as may reasonably be requested by the Events and Engagement Manager or other members of the Development and Engagement Team.
Compliance and Policy Support
Ensure that all activities comply fully with relevant data protection legislation and health and safety requirements;
Ensure all events follow the correct internal procedures and have relevant up-to-date risk assessments;
All employees of Eton College are also expected to:
Develop a good understanding of safeguarding procedures, given all positions at Eton are classed as regulated activity;
Demonstrate a commitment to safeguarding and promoting the welfare of children. This includes but is not limited to completing safeguarding training as required, complying with all safeguarding procedures, and ensuring any safeguarding updates issued by the College are read and understood;
Understand and comply with procedures and legislation relating to confidentiality;
Display a commitment to and promotion of equality, diversity, and inclusion.
The Ideal Candidate
Knowledge and Experience
Essential
Demonstrable experience in events (e.g. corporate, venue, hotel, education);
Hands-on event delivery including setup and de-rig;
Experience in a busy office or school environment;
Strong project management, organisation and administrative skills;
Strong MS Office skills (Word, Excel, PowerPoint, Teams) with demonstrable experience in using the suite for event planning;
Demonstrable experience of handling multiple events and timelines at once with a strong understanding of prioritisation;
Excellent customer service and stakeholder engagement with demonstrable experience of being in a customer-facing role;
Ability to work flexible hours, including evenings and specific weekends.
Desirable
Degree in events or hospitality management;
Experience with CMS, CRM databases;
Experience with ticketing or conference booking software;
Understanding of event health & safety;
Negotiation skills with suppliers;
Experience working in an educational or heritage setting.
Skills and Personal Qu alities
Excellent communication skills to enable effective dialogue with guests, colleagues, staff, visitors and where applicable, pupils;
Organised and self-motivated, with a proven record for meeting deadlines;
Able to perform well, maintain professionalism, display patience and politeness whilst under pressure;
Tactful and discreet, whilst mindful of observing Safeguarding and professional standards;
Displays a smart and professional appearance, representing the College in a positive manner;
Well-developed problem-solving skills;
Enthusiastic, with an eagerness to learn new skills and a commitment to personal continuous professional development;
High level of accuracy and attention to detail;
Self-motivated and able to work alone without direction and collaborate effectively within a team;
Reasonable physical fitness to carry out the role.
Working Pattern
Your working hours will be 35 hours per week, Monday to Friday, with one hour unpaid for lunch. However, there will be occasions when the post holder is required to work flexible hours including evenings and weekends. Any additional hours worked over your contracted hours will be given back as time in lieu at a suitable point in the events calendar.
You will be working 52 weeks per year.
You will be entitled to 5.8 weeks inclusive of Bank Holidays
About The College
We are an equal opportunities employer and are seeking applications from suitable candidates from all backgrounds.We are dedicated to creating and sustaining an environment that values individuality and difference and celebrates the diversity of both staff and pupils by fostering perseverance, tolerance and integrity. We believe in equal opportunity for everyone, irrespective of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, sexual orientation or socio-economic background.
If you have any queries about the application process or any problem with submitting your application online, the Recruitment Team will be happy to help.Should you require anyreasonable adjustmentsto be made or facilitiesprovided to enable you to apply online, please do not hesitate to contact us on so we can make adjustments accordingly.
DISCLOSURE CHECKS
Eton College is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including, but not limited to, reference checks with past employers, an Enhanced Disclosure from the Disclosure and Barring Service (including Barred List information), an online searchand, where applicable, Prohibition checks.If you are successful in your application, you will be required to complete a DBS Disclosure Application Form. Any information disclosed will be handled in accordance with any guidance and/or Code of Practice published by the DBS. The College is exempt from the Rehabilitation of Offenders Act 1974 and therefore all convictions, cautions, reprimands and final warnings (including those which would normally be considered as spent under the Act) must be declared, subject to the DBS filtering rules.It is a criminal offence for any person who is barred from working with children to attempt to apply for a position at the College.
TPBN1_UKTJ