Role: Events and Protocol Assistant
Reporting To: Head of Events and Protocol
Location: London, SW1Y 5HX
Type: Permanent
Salary: Grade M - £35,304
Mode: Hybrid
Application Deadline: 1 September at 12:00 pm
Important: This is a full-time role on the Client's payroll. Relevant DBS and reference checks will be required following confirmation of placement.
Job Purpose
The Events and Protocol Assistant will support the Head of Events and Protocol and Events and Protocol Managers in the planning, coordination and delivery of Ministerial Meetings,
Heads of Government Meetings, Royal Household engagements and other high-level events.
The role will provide operational, logistical, administrative and protocol support for both in-person and virtual meetings.
The post holder will also coordinate events at Marlborough House and may be responsible for delivering specific projects independently under appropriate supervision.
The position involves working closely with teams across the Client, member governments, international delegates, external suppliers and other stakeholders.
It may require extensive international travel, sometimes at short notice and for several weeks at a time, as well as working across different time zones.
An understanding of multilateral affairs and/or experience working within an international conference or events environment is essential.
Key Responsibilities
Events, Meetings and Protocol Coordination
Assist the Head of Events and Protocol with the effective operation and administration of the Events and Protocol Section.
Support the planning, coordination and delivery of Ministerial Meetings, Heads of Government Meetings, high-level events and other official meetings, both in-person and virtually.
Support the Events and Protocol Managers with the delivery of specific events and meetings.
Manage and coordinate appropriate protocols for Heads of Government and Ministerial Meetings.
Support the delivery of operational and logistical arrangements for high-profile international meetings.
Where appropriate, take responsibility for specific projects on behalf of the Events and Protocol Section.
Travel overseas to support the Head of Events and Protocol and wider events team for Ministerial Meetings and Heads of Government Meetings, including travel at short notice and for extended periods.
In-House Event and Meeting Coordination
Coordinate the booking of meeting rooms across the Client, including internal and external meeting room bookings.
Liaise with internal teams, including Facilities, IT and Audio-Visual teams, to ensure meetings and events are delivered effectively.
Prepare weekly reports covering forthcoming meetings and events.
Coordinate events at Marlborough House and ensure they run smoothly and to a high standard.
Liaise with external clients and stakeholders to understand requirements and provide a professional, client-focused service.
Liaise with external suppliers to ensure consistent and high-quality services are provided for meetings and events.
High-Level Events and International Meetings
Support the delivery of Heads of Government Meetings and specific Ministerial Meetings, both in-person and virtually where required.
Arrange and coordinate travel for staff teams attending in-person meetings, including flights, DSA and hotel arrangements.
Liaise with staff, colleagues in Finance, travel agents and external suppliers as required.
Manage group registration and access arrangements for Client staff and international delegates.
Coordinate conference shipments, including liaising with relevant internal and external teams regarding shipment items and deadlines.
Support the registration of delegations for Ministerial Meetings and prepare accurate delegate lists.
Assist with internal briefings covering the logistical and operational arrangements for meetings.
Ensure all arrangements are accurately recorded, communicated and delivered within agreed deadlines.
Administrative and Finance Support
Assist with the preparation of event documentation, meeting materials and related correspondence.
Use CODA financial software to process and manage accommodation, travel and other payments relating to meetings and events.
Prepare financial acquittals for payments.
Assist Events and Protocol Managers with the preparation, updating and monitoring of event budgets.
Maintain accurate administrative and financial records relating to events and meetings.
Ensure documentation and information are organised and readily accessible.
Event Resources and General Administration
Ensure the appropriate maintenance and organisation of official flags, nameplates and table flags.
Provide general administrative support to ensure the effective operation of the Events and Protocol Section.
Maintain accurate records, filing structures and event-related information.
Follow relevant policies, procedures and administrative requirements.
Support the team with additional duties and responsibilities as required.
Stakeholder and Relationship Management
Build and maintain effective working relationships with colleagues across the Client.
Work collaboratively with member governments, international delegates, external clients, suppliers and other stakeholders.
Communicate clearly and professionally with stakeholders from diverse cultural and professional backgrounds.
Demonstrate cultural awareness and respect when working with international stakeholders.
Identify and engage with relevant internal and external contacts to support the successful delivery of events.
Person Specification
Essential
An undergraduate degree in International Relations, Development Studies or a relevant field.
At least three years' experience working in events within an international environment.
Experience of working on meetings and events, both live and virtual, within an international environment.
Proven ability to work effectively and collaboratively as part of an events team.
Ability to work independently, use initiative and make sound decisions in challenging circumstances.
Strong communication and relationship management skills.
Ability to follow established policies and procedures and review working practices periodically.
Excellent attention to detail and the ability to work effectively under pressure and adapt to changing circumstances.
Experience of using administrative and budget management tools.
Excellent proficiency in Microsoft Office applications, particularly Teams, Word, Excel, Outlook and PowerPoint.
Experience of using virtual events platforms such as Zoom.
Desirable
Experience of working within an inter-governmental organisation or diplomatic service.
Experience of working internationally, particularly within member countries of an international organisation.
Experience of working with records management systems, filing structures and electronic records and information management.
Competencies
Respect for Diversity
Works effectively with people from diverse backgrounds.
Treats all individuals with dignity and respect.
Demonstrates equality and fairness in working relationships.
Shows respect and understanding of diverse perspectives and incorporates this into day-to-day work and decision-making.
Recognises and challenges personal biases and behaviours to avoid stereotypical responses and discrimination.
Working with Others
Maintains an open, respectful and professional approach to colleagues and stakeholders.
Works collaboratively to achieve shared objectives.
Demonstrates empathy and cultural awareness when developing working relationships.
Builds positive rapport with colleagues and external stakeholders.
Identifies and engages with appropriate internal and external contacts to achieve objectives.
Developing and Applying Expertise
Demonstrates a commitment to developing knowledge, skills and professional capabilities.
Keeps knowledge and skills relevant to the requirements of the role.
Applies professional expertise effectively to event planning, coordination and delivery.
Adapting and Innovating
Adapts effectively to changing circumstances, priorities and work demands.
Demonstrates a willingness to take on new challenges and responsibilities.
Looks for ways to improve working practices and the delivery of events.
Accountability
Takes ownership of assigned tasks and responsibilities.
Meets agreed deadlines and commitments.
Ensures the timely and accurate delivery of outputs.
Takes responsibility for maintaining high standards of work and service delivery.
Step Ahead is acting as an Employment Agency. Step Ahead is committed to preventing discrimination in its recruitment practices by stimulating genuine equality of opportunity.
This means that everyone is treated solely on the basis of competence and merit, regardless of age, gender, marital status, sexuality, ethnicity, racial, religious or disability considerations, and we welcome applications from all sectors of the community.
Pay: £35,374.00 per year
Work Location: Hybrid remote in London SW1Y
