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Event/Travel Administrator

Event/Travel Administrator

  • Location:


  • Sector:

    Events Support

  • Contract type:

    Temporary / Interim

  • Salary:

    Up to £15.93 per hour

  • Contact:

    Gayleen Fada

  • Contact email:

  • Job ref:


  • Published:

    11 days ago

  • Duration:

    October 2022

  • Expiry date:


  • Start date:


Cause: Humanitarian

Role: Event/Travel Administrator

Location: City of London

Employment Type: Temporary - October

Salary/rate: 15.93 per hour

Working hours: 3 days a week (ideally 5 days a week the week before and during each event)


The Events Coordinator is responsible for coordinating, and providing administrative and logistical support for two major events, including ensuring arrangements are in place for both events and supporting travel arrangements for international participants. The first event is between the 5th-9th September and the second is between the 18th-20th October.

  • Experience organising events or meetings
  • Experience arranging international travel
  • Strong organisational skills and attention to detail

Main responsibilities for Event 1 in September

  • Scoping locations (both meeting/hotel venues and geographic location/country based on feasibility of obtaining visas for all relevant nationalities, cost and flight

accessibility), preparing a list of options with pros + cons

  • Book hotel and meeting space, and arrange other event logistics such as catering, ground travel, etc
  • Support participants with travel bookings and obtaining visas, providing support when issues arise
  • Support the team to draft an informational briefing pack for participants
  • Prepare spreadsheets or other documentation to oversee and track all travel and event logistics
  • Support financial administration, including tracking expenditure, collating receipts from participants
  • Coordinate with the team to prepare and print relevant materials and source resources
  • If necessary and possible, attend the conference to provide operational support
  • Other logistics and operational support as needed

Main responsibilities for Event 2 in October

  • Coordinate the overall event work plan and ensure deadlines are met and stakeholders provide contributors
  • Support the core planning and content teams to develop an engaging agenda
  • Coordinate the sourcing of visual, written and multimedia content for the Assembly from the team members
  • Be the point of contact between the organisation's Assembly planning team and the venue managers
  • Brief staff supporting sessions, such as moderators and technical support for online sessions
  • Oversee the running order of the event during the three days
  • Manage attendee registration system and respond to delegate enquiries
  • Produce information / logistics pack for delegates and participants
  • Assist delegates with visa applications and travel logistics as needed, including hotel and flight bookings
  • Organise and oversee catering, venue layout, sound and presentation facilities, including any required equipment for sessions with hybrid or remote elements
  • Liaise with printers and other providers, and organise procurement of required event materials
  • Work closely with the communications team to ensure stakeholders and delegates are engaged in the event, beforehand, during and afterwards
  • Source costs for all event equipment, support and services and support the building of a budget, ensure costs come in on budget
  • Procure and manage interpreters and translators
  • Proactively undertake other tasks to ensure the success of the event.
  • Attend the event to provide operational support to the team
  • Manage post-event debrief, feedback collection, communications, and any other post-event activities

We want you to have every opportunity to demonstrate your skills, ability and potential; please contact us if you require any assistance or adjustment so that we can help with making the application process work for you.