Senior Event Coordinator (Hiring Immediately)

Everyone says they want to change the world. We're looking for people who actually will.

ADF International is a faith-based legal advocacy organization that protects fundamental freedoms and promotes the inherent dignity of all people. Please visit our career site to view our Statement of Faith and Doctrinal Distinctives.

Senior Event Coordinator

ADF International is looking for a highly organized Senior Event Coordinator to join us full-time in our London, UK office. As a 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 planning, coordinating, and executing sophisticated events 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.

Your Essential Responsibilities:

In this position, you will:

Event Planning and Execution

• Travel to event locations to manage on-site operations and serve as the point person for smooth event delivery.
• Plan and execute events hosted at the London office.
• Provide proactive, solutions-oriented support to both guests and team members at every stage of the planning process.
• Constantly evaluate and improve planning procedures, attendee engagement strategies, and overall event quality.

Event Lead for Level 1-4 Events (1+ days and 20 to 300+ attendees)

• Understand the event vision and translate stakeholder goals into strategic execution plans.
• Manage event budgets from start to finish, prioritizing fiscal responsibility without compromising quality.
• Lead planning meetings, assign responsibilities, and manage complex timelines using the project management tool Trello.
• Partner with the Event Technology Team to oversee registration logistics, app development, signage, and printed materials.
• Communicate audiovisual requirements, production needs, and schedules with internal and external teams.

Logistics Coordinator for Level 1-4 Events (1+ days and 20 to 300+ attendees)

• 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.
• Coordinate event logistics, including catering, room setups, décor, ground transportation, and vendor relationships.
• Manage attendee accommodations, including rooming lists.
• Support in-house event needs by working with the Facilities Team and ensuring timely shipping and receiving of materials.
• Track expenses meticulously and maintain open communication with stakeholders to keep events within scope and budget.

Other Responsibilities (Non-Essential):

• You will be asked to perform related duties or special projects as assigned.

Skills you need to succeed:

Demonstrated proficiency in:

• Proficient in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.
• Strong written and verbal communication skills, including writing, proofreading, and public speaking.
• Proven project management abilities with the capacity to manage multiple events and priorities throughout the year.
• Exceptional interpersonal skills, demonstrating professionalism and courtesy when engaging with ministry friends, guests, attorneys, team members, and vendors.
• Well-developed organizational skills with strong attention to detail.
• Effective event planning capabilities, with the ability to design event flow and anticipate logistical needs, including staffing.
• Strong research abilities to support venue sourcing, vendor selection, and event development.
• A commitment to excellence in customer service, with high standards for quality and guest experience.

Ability to:

• Travel approximately 40–60 days per year, international travel will be required.
• Work a flexible schedule to accommodate international time zone differences.
• Plan and coordinate events of all sizes with efficiency and attention to detail.
• Build and maintain strong, collaborative relationships with internal stakeholders, faculty, attendees, and external vendors.
• Thrive in a fast-paced, high-pressure environment while managing multiple priorities.
• Stay composed and solution-focused under pressure or during unexpected challenges.
• Represent the organization with a positive, professional demeanor at all times.
• Review, interpret, and apply terms from contracts with hotels and event venues.
• Take initiative and exercise leadership in the planning, strategy, and execution of events with minimal supervision.
• Adapt quickly to changing circumstances, shifting priorities, and tight deadlines while maintaining high-quality results.

Education and/or experience:

• Bachelor’s degree preferred.
• 5+ years of experience in event or conference coordination, ideally within a professional or nonprofit setting.
• Experience coordinating events that include high-profile guests or speakers is highly preferred.
• Familiarity with event registration and project management tools is a plus. (ADF International uses Cvent for registration and Trello for task management.)

Valid work permit for the UK or UK citizenship required.

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