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About the Role

The Executive Events Officer is responsible for coordinating all aspects of official and non-official functions and meetings from initial planning through to event completion, as required, by the Executive Branch.

Responsibilities

• Manage the end-to-end planning and delivery of representational events and functions including providing budget estimates for approval by High Commissioner/Deputy High Commissioner, developing guest lists, designing invitations, liaising with contract suppliers, creating event schedules and production agendas, designing event themes, décor and audio-visual elements, coordinating room setup and pack down, managing and running the event.
• Manage the High Commissioner’s representational budget and expenditure including adhering to representation policy and procurement guidelines, managing the allocated budget, submitting quarterly financial returns and providing budget estimates for approval by the High Commissioner.
• Develop and maintain a database of contacts across the Australian High Commission, ensuring priority stakeholders are identified, recorded and engaged in support of post’s representational and strategic priorities.
• Contribute new ideas and research to innovate and improve event processes and technologies at the mission to achieve post‘s strategic outcomes and increase efficiencies.
• Build and maintain productive relationships with key stakeholders and suppliers as potential partners of the High Commission.
• Manage supplier contracts, providing accurate briefs, adhering to tender processes, departmental policy and legal regulations, and monitoring performances against agreed KPIs.
• Maintain a representational events calendar to support strategic timeline planning, coordination with the Official Residence and effective budget management.
• Provide advice and guidance to the High Commissioner’s key stakeholders, including liaising with the High Commissioner’s spouse and Residence staff, on protocol, menu development, calendar and event management.
• Provide expert advice to stakeholders on the venue, suppliers, security and protocol for running separate events at the High Commission.
• Undertake research on future meeting participants, guests of honour and UK political and social contacts, maintaining a strong knowledge of UK and international protocol and etiquette, both social and corporate. Provide both verbal and written event briefings to the High Commissioner and other senior staff.
• Operate and maintain computer database of the Executive contacts. Develop data gathering tools and procedures utilising event management software.
• Maintain Executive Office supplies and manage inventory of linens, glassware, representational alcohol supplies and various other functions-related equipment as required.
• Undertake other ad-hoc duties as required.

Requirements

• Demonstrated experience in event management, including delivering high-level VIP events.
• Budget monitoring experience, including effective management of supplier contracts and associated expenditure in accordance with applicable procurement and finance policy.
• Demonstrated experience in stakeholder mapping, contact database management and strategic guest list coordination, with strong judgement, discretion and attention to detail in a high-profile environment.
• Strong interpersonal skills with experience managing and coordinating teams, including hospitality and events staff.
• Experience in general hospitality management such as menu planning, table arrangements, seating plans, order of proceedings, and wine pairing.
• Excellent written and verbal communication skills.
• Experience with routine research tasks.
• Knowledge of the UK peerage system and UK etiquette.
• Experience in international diplomatic protocol (especially British Royal protocol).
• Proficiency in the full Microsoft Office Suite, including Microsoft Excel.
• Willingness to work outside of standard business hours.
• Ability to obtain and maintain an Australian Government security clearance is desirable but not essential.
• Depending on your position, you may be required to undergo additional security and background checks and undertake specific Child Protection e-learning.

Skills

• Event management
• Budget management
• Stakeholder mapping
• Contact database management
• Strategic guest list coordination
• Interpersonal skills
• Team management
• Hospitality management
• Menu planning
• Table arrangements
• Seating plans
• Order of proceedings
• Wine pairing
• Written communication
• Verbal communication
• Research
• UK peerage system knowledge
• UK etiquette knowledge
• International diplomatic protocol knowledge
• British Royal protocol knowledge
• Microsoft Office Suite proficiency
• Microsoft Excel proficiency

Location

• London

Work Type

• Permanent
• Full Time

Experience Level

• Executive

Salary/Compensations

• £46,800 - £56,800 / year

Benefits

• Up to 11% employer pension contribution
• Flex time provisions
• 20 days of recreational leave
• Up to 14 public holiday days

About the Company

• The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high-quality overseas aid program and helping Australian travellers and Australians overseas.
• The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

Equal Opportunity

• We are committed to providing an inclusive and diverse workplace where all employees are valued. We appreciate the experiences, skills and perspectives of all individuals. We actively encourage applications from people from diverse backgrounds who share our values.