Events and Operations Coordinator

Venesky-Brown's client, a public sector organisation in Blantyre, is currently looking to recruit a Events and Operations Coordinator for a contract until 31st March 2027on a rate of £19.02 p/hour. This position is hybrid based in the office 3 days a week. The successful candidate must be prepared to apply for a Disclosure Scotland. Responsibilities

• Identifying, booking and coordinating speakers, including gathering bios, headshots, and presentations, and ensuring they are fully briefed
• Liaising internally to book event spaces and communicate set-up requirements to relevant teams
• Coordinating timelines, logistics and booking event supplies such as venues, AV equipment, staging, catering, and furniture.
• Handling related administration such as contracts, purchase orders, and invoicing
• Setting up event spaces both on-site and at external venues, ensuring AV, catering, graphics, and seating are in place.
• Managing event registration desks and providing a professional welcome to attendees.
• Creating supporting materials such as briefing packs, name badges, guest lists, and merchandise.
• Providing backup support for the delivery of online and hybrid events.
• Supporting delegated responsibility for the Health & Safety of events, including coordinating risk assessments, visitor site inductions, and personal evacuation plans for guests with additional requirements.
• Coordinating with internal teams and external project partners to organise speaking, workshop and exhibitor opportunities, and managing relationships through to delivery.
• Liaising with project partners to obtain approval for communications activity (e.g. press releases, reports)
• Coordinating and maintaining stakeholder and partner contact lists, including updates to the CRM system.
• Identifying event partners, suppliers and booking event requirements such as venues, audio visual, staging and catering, and processing the admin involved in that (contracts, purchase orders, invoicing)
• Supporting the production and approval process for communications outputs.
• Managing supplier relationships and handling associated admin such as contracts and invoicing and ensure compliance with BE-ST systems when processing contracts etc.
• Assisting with project reporting and data collation.
• Conducting desk research to support event planning or wider BE-ST activities.
• Support internal events reporting.
• Providing a professional, customer-focused front-of-house service for all visitors to the Innovation Campus.
• Assist the day-to-day management of the campus, including regular onsite cover for opening, closing and fulfilling operational requirements (such as fire alarm testing and health and safety checks) when required. Essential Skills:
• Degree or relevant qualification in a marketing or events subject OR equivalent relevant experience
• Booking and coordinating speakers, contributors or “acts”
• Organising equipment and supplies
• Setting up and logistics
• Experience in events administration such as processing contracts and invoices, coordinating lists and running orders.
• Excellent interpersonal and communication skills to engage and coordinate with a variety of partners, suppliers and internal and external stakeholders to deliver in tight timescales.
• Event management/coordination or project management
• Marketing coordination – awareness of processes such as content, design and PR
• Ability to use initiative, work independently and work with teams across the organisation and with external people and partners
• Excellent organisational and time management skills, including the ability to work to deadlines, prioritise and multi-task in a busy working environment
• Must have a drivers licence
• Enthusiastic, proactive and professional approach.
• IT literate, proficient in Office, Outlook, Survey Monkey and PowerPoint Desirable Skills:
• Monday.com or other process and project management software
• A basic understanding of the similar sector. If you would like to hear more about this opportunity please get in touch.