Event Coordinator

Come and work as part of our family as an Events Co-ordinator at the Oriental Club; an exclusive Private Members’ Club in the heart of the West End, with almost two hundred years of history.

Role Summary

• Develop, co-ordinate and manage the Club Events and Club Society Program
• Be the point of contact for all Club Events and Societies enquiries from Members, Speakers, Staff Team Members and Suppliers
• Manage all event communications, including invitations, RSVPs, speaker management, and guest follow-ups
• Be the ‘face’ of Club Events (both for those hosted and the Club and those hosted externally), meeting and greeting Members and their guests on arrival at the events, sometimes attending the whole event. Some evening and weekend work will be required
• Organise external Club Events for Members e.g. Annual Wine Society Tour – this may occasionally involve some overseas travel
• Write and create Club and Society Event invitation / update emails in the Salesforce Marketing Cloud programme (with input from the Head of Marketing & Communications) and ensure that they are circulated to Members in a timely mann
• erMaintain and update the Club and Society Events Calendar in Outlook, on the website and on the Club Noticeboards
• Upload event details including timings, menus and service requirements to the Salesforce Events Management Programme
• Research, create and manage events budgets
• Respond to miscellaneous Member queries about the Events Programme and the various Club Societies
• Act as an ambassador and welcoming face for the Club, working to build relationships and rapport with Members and their guests
• Liaise with the Finance Team to ensure events payments are received when due, any refunds are processed and chase payments where necessary
• Liaise with the Food and Beverage Operations Team and the Kitchen Team, regarding all event arrangements, dietary requirements and last-minute requests / changes to ensure seamless delivery
• To create accurate, detailed functions sheets for each event ensuring these are up to date in the Club’s Salesforce Events Management Programme
• Create menus, place cards, table plans, badges, guest lists and other documents / materials associated with Club and Society events
• Attend weekly internal Functions Meeting for upcoming events, providing all necessary documentation in advance
• Produce and maintain Club Events Signage
• Undertake website / social media updates, as and when is necessary
• Provide content for monthly Club Newsletters, as and when necessary
• Provide holiday cover for the Private Dining and Events Coordinator
• Any ad hoc duties to ensure Member expectations are met

Skills and competencies required

1. Proven experience in an Events Administration role, preferably in a luxury hospitality or Private Club setting
2. Excellent written and verbal communication skills
3. iAbility to interact confidently and effectively with Members, Clients and the wider Staff Team
4. Experience with event management and database software is a plus
5. Flexibility to work evenings and occasional weekends
6. Flexibility to occasionally host events nationally and internationally
7. Excellent organisation and administrative skills
8. Strong events budgeting skills
9. Flexible, adaptable and ability to use initiative
10. Immaculately presented
11. Strong attention to detail
12. Friendly and positive can-do attitude
13. Ability to multi-task in a fast-paced environment
14. Willingness to learn new processes and systems
15. Must be able to deal with Members and their guests in a subtle, tactful and diplomatic manner
16. Able to diffuse conflict and handle Member complaints
17. iSubscribe to the Club’s values of Exceptional, Spirited, Agile and Heritage

Applicants must have the right to work in the UK, this role cannot be sponsored.

Please state salary expectations in your applications

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