Senior Event Coordinator

<p><strong><u>Everyone says they want to change the world. We're looking for people who actually will.&nbsp;</u></strong></p> <p><em>ADF International is a faith-based legal advocacy organization that protects fundamental freedoms and promotes the inherent dignity of all people. Please visit our&nbsp;<a href="http://adfinternational.org/about-us/careers">career site</a>&nbsp;to view our Statement of Faith and&nbsp;Doctrinal Distinctives.</em></p> <p>&nbsp;</p> <p><strong>Senior Event Coordinator</strong></p> <p>ADF International is looking for a highly organized&nbsp;<strong>Senior Event Coordinator</strong><strong>&nbsp;</strong>to join us full-time in our London, UK office. As a<strong> </strong>Senior Event Coordinator, you will serve as a cornerstone of the Events Team, orchestrating impactful gatherings that reflect ADF International's values and advance its mission. In this high-visibility role, you will take the lead in <strong>planning, coordinating, and executing sophisticated events</strong> for a diverse and distinguished audience, including allied attorneys, ministry leaders, ministry friends, and influential guests. Your leadership and meticulous attention to detail will transform each event into a meaningful, seamless experience that leaves a lasting impression.</p> <p>&nbsp;</p> <p><strong>Your Essential Responsibilities:</strong></p> <p>In this position, you will:</p> <p><strong>Event Planning and Execution</strong></p> <ul> <li>Travel to event locations to manage on-site operations and serve as the point person for smooth event delivery.</li> <li>Plan and execute events hosted at the London office.</li> <li>Provide proactive, solutions-oriented support to both guests and team members at every stage of the planning process.</li> <li>Constantly evaluate and improve planning procedures, attendee engagement strategies, and overall event quality.</li> </ul> <p><strong>Event Lead for Level 1-4 Events (1+ days and 20 to 300+ attendees)</strong></p> <ul> <li>Understand the event vision and translate stakeholder goals into strategic execution plans.</li> <li>Manage event budgets from start to finish, prioritizing fiscal responsibility without compromising quality.</li> <li>Lead planning meetings, assign responsibilities, and manage complex timelines using the project management tool Trello.</li> <li>Partner with the Event Technology Team to oversee registration logistics, app development, signage, and printed materials.</li> <li>Communicate audiovisual requirements, production needs, and schedules with internal and external teams.</li> </ul> <p><strong>Logistics Coordinator for Level 1-4 Events (1+ days and 20 to 300+ attendees)</strong></p> <ul> <li>Identify and secure venues that align with the event’s objectives and audience profile by collaborating closely with stakeholders and the third-party site selection partner. This includes drafting detailed RFPs, overseeing the full site selection process, presenting venue recommendations, obtaining necessary approvals, and managing all steps through final contract execution.</li> <li>Coordinate event logistics, including catering, room setups, décor, ground transportation, and vendor relationships.</li> <li>Manage attendee accommodations, including rooming lists.</li> <li>Support in-house event needs by working with the Facilities Team and ensuring timely shipping and receiving of materials.</li> <li>Track expenses meticulously and maintain open communication with stakeholders to keep events within scope and budget.</li> </ul> <p>&nbsp;</p> <p><strong>Other Responsibilities (Non-Essential):</strong></p> <ul> <li>You will be asked to perform related duties or special projects as assigned.</li> </ul> <p>&nbsp;</p> <p><strong>Skills you need to succeed:</strong></p> <p>Demonstrated proficiency in:</p> <ul> <li>Proficient in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.</li> <li>Strong written and verbal communication skills, including writing, proofreading, and public speaking.</li> <li>Proven project management abilities with the capacity to manage multiple events and priorities throughout the year.</li> <li>Exceptional interpersonal skills, demonstrating professionalism and courtesy when engaging with ministry friends, guests, attorneys, team members, and vendors.</li> <li>Well-developed organizational skills with strong attention to detail.</li> <li>Effective event planning capabilities, with the ability to design event flow and anticipate logistical needs, including staffing.</li> <li>Strong research abilities to support venue sourcing, vendor selection, and event development.</li> <li>A commitment to excellence in customer service, with high standards for quality and guest experience.</li> </ul> <p>Ability to:</p> <ul> <li>Travel approximately 40–60 days per year, international travel will be required.</li> <li>Work a flexible schedule to accommodate international time zone differences.</li> <li>Plan and coordinate events of all sizes with efficiency and attention to detail.</li> <li>Build and maintain strong, collaborative relationships with internal stakeholders, faculty, attendees, and external vendors.</li> <li>Thrive in a fast-paced, high-pressure environment while managing multiple priorities.</li> <li>Stay composed and solution-focused under pressure or during unexpected challenges.</li> <li>Represent the organization with a positive, professional demeanor at all times.</li> <li>Review, interpret, and apply terms from contracts with hotels and event venues.</li> <li>Take initiative and exercise leadership in the planning, strategy, and execution of events with minimal supervision.</li> <li>Adapt quickly to changing circumstances, shifting priorities, and tight deadlines while maintaining high-quality results.</li> </ul> <p>Education and/or experience:</p> <ul> <li>Bachelor’s degree preferred.</li> <li>5+ years of experience in event or conference coordination, ideally within a professional or nonprofit setting.</li> <li>Experience coordinating events that include high-profile guests or speakers is highly preferred.</li> <li>Familiarity with event registration and project management tools is a plus. (ADF International uses Cvent for registration and Trello for task management.)</li> </ul> <p>&nbsp;</p> <p><strong><span style="text-decoration: underline;">Valid work permit for the UK or UK citizenship required. <br></span></strong></p> <p style="color: white;">#LI-DNI</p>