The main event is the organisation of the 2020 Queen’s Birthday Party (QBP) at the Ambassador’s Residence in June.
Arrange invitation processes for major events from start to finish, including: populating of the Embassy’s guest list with contributions from all Embassy teams, designing and commissioning the production of invitations, and overseeing their distribution to all invitees;
Manage the event mailbox, handling RSVPs and other queries from invitees, and responding to queries from other contacts and suppliers;
Work on a day to day basis with event planning committees and the lead officer(s) for the event;
Act as a point of contact to the wider Embassy team and external contacts regarding event planning, providing information or escalating queries or concerns for action as necessary;
Co-ordinate the planning of meetings including arranging meetings and creating the meeting agenda, taking minutes , keeping all records and paperwork filed and keeping members updated;
Design events at the Ambassador’s Residence, including food and drink provision, banners and displays/messaging, entertainment, wet weather preparation, etc.;
Lead on the procurement of all goods and services;
Work with the Events Officer to ensure all logistical requirements are understood and taken into account during the project design and development phase;
Work with Corporate Services to create, monitor and manage event budgets;
Work with the Department for International Trade team to secure sponsorship for events as necessary;
Assist the lead officer(s) and other Embassy teams in ensuring the logistical support during events is planned out and delivered, including recruitment and briefing of staff volunteers, setting out arrangements for press handling, security, and VIP requirements, and liaising with external suppliers and the Ambassador’s Residence staff as necessary;
Create a comprehensive and realistic schedule for the setup, event, and clean-up phases of the event. On the day of the event, as the lead for all event-related questions. After the event, ensure that the project is formally closed, invoices are paid, and (if necessary) produce a detailed report of the event, including recommendations for future years and feedback from staff across the Embassy on the event.