Event Coordinator
Focus areas: Admin, Customer service, Attendee Experience
Location: Hybrid – London Waterloo/Southwark (Tues–Thurs in office, Mon & Fri remote)
Reports to: Senior Event Manager
Salary: £27,000 + benefits
Join Our Growing Events Team
At Shard Financial Media, we produce award-winning conferences, awards ceremonies, and content‑led events that connect leaders shaping the financial services sector.
We’re growing our Event Operations team and are seeking a highly organised, detail‑driven Event Coordinator to help deliver a smooth, professional attendee experience across our portfolio.
This is an admin‑heavy role and is perfect for someone who is organised, process‑driven and customer‑focused, supporting the smooth running of events by managing attendee communications, registration journeys, data hygiene, and the operational engine behind delivery.
Why You’ll Love This Role
* A role with clarity – ownership of the events inbox, event admin and attendee communications
* Fast‑paced and varied – lead on judging day coordination and support delivery of awards, conferences and micro‑events
* Skills development – build expertise across event platforms, comms, and event operations
* Real contribution – be the operational backbone that keeps projects running smoothly
* Collaborative culture – work closely with Design, Sales, Marketing, Community & Membership, Finance, and Data teams
Key Responsibilities
Attendee Management & Customer Service
* Manage the event inbox and respond to attendee queries with a warm, professional tone.
* Build and maintain registration journeys and event set‑up across platforms (e.g., Swoogo/vFairs).
* Own delegate comms scheduling and accuracy (joining instructions, confirmations, reminders, e‑tickets).
* Maintain attendee data hygiene (dietary/accessibility requirements, name changes, substitutions).
* Prepare operational outputs for event delivery (badge files, attendee lists, check‑in lists, scanning set‑up).
Event Administration & Logistics Support
* Be the onsite lead on the registration desk, check‑in and attendee troubleshooting.
* Maintain trackers and templates for event delivery (supplier lists, guestlist changes, logistics checklists).
* Coordinate venue admin (rooming lists, dietary summaries, timings confirmations).
* Assist with production of event materials (agendas, menus, signage briefs) and internal documents.
* Manage internal accommodation and travel requirements for the business.
* Maintain event inventory and storage organisation.
* Lead on judging day coordination and operational delivery (logistics, comms and on‑the‑day support).
Reporting & Post‑Event Support
* Support feedback collection and survey distribution.
* Assist with weekly and post‑event reporting.
* Ensure event documentation is stored, labelled and shared in line with internal processes.
What You’ll Bring
* You enjoy admin and take pride in accuracy and tidy systems.
* Exceptionally organised – able to juggle multiple events and stay on top of deadlines.
* Strong attention to detail – you check work carefully before it goes live.
* Confident managing a busy inbox and handling customer enquiries with warmth and professionalism.
* Calm under pressure, with good judgement and problem‑solving instincts.
* Strong Excel skills (mail merge desirable).
* Proactive mindset – comfortable improving processes and suggesting efficiencies.
* Experience in customer service, operations, admin or events support (events experience is a bonus, not essential).
* Willingness to travel within the UK and support occasional evenings/overnight stays during key delivery periods.
What We Offer
* Hybrid working (3 days in the office, 2 days remote).
* 23 days’ annual leave plus bank holidays and your birthday off.
* Flexible start and finish times around core hours.
* Pension scheme.
* Wellbeing support (BUPA cash plan, Employee Assistance Programme, mental health champions).
* Regular team socials and a supportive, collaborative working environment.
* Cross‑department learning with Design, Marketing, Sales, Community + Membership, Finance, and Data & Digital teams.
* A commitment to diversity, equity, and inclusion across our workplace and events.
Ready to take the next step in your events career?
Send us your CV and join a dynamic team supporting exceptional, industry‑leading events.
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