Events Logistics Coordinator

Department: Commercial - Events

Location: Oxford, UK

Description

We are looking for a master multi-tasker with great organisational skills to coordinate the logistics for a series of Aurora’s client and public events with the aim of sharing the company’s original analysis on the hottest energy topics.

Joining our Oxford office, you will be responsible for organising our in-person and virtual events such as our client roundtable meetings, workshops, webinars, coordinating the logistics for our participation in external trade fairs, supporting our annual conferences and podcast. You will organise some of these events from initial planning through to running the event on the day and post event activities, including (for in-person events): liaising with venues, caterers and other suppliers, delegates and internal stakeholders, in some cases attend on the day and make sure everything runs smoothly; (for virtual events): scheduling, test runs, setting up and managing logistics on the day.

As part of your role, you will be responsible for part of the organisation of Aurora’s conferences. This will involve supporting the Conferences team with various activities where you will play a key role in sponsorships and partnerships administration and delivering the events on the day.

You will also be responsible for the logistics of the Aurora Energy Unplugged Podcast. This role involves coordinating all logistical aspects for Aurora’s podcast, including scheduling briefing calls and recording sessions, coordinating with various studios for video recordings, and ensuring contributors have the necessary information. You will work closely with the Podcast Coordinator to maintain timelines, manage communications, and support a smooth end‑to‑end process for each episode.

Lastly, you will organise the logistics for Aurora’s participation with a booth in external trade fairs and work together with the Marketing team and other stakeholders.

The role offers significant opportunities for growth and personal development as we continue to develop our conference and event programme.

You will be a member of our Brand team, reporting to the Head of Brand and you will work alongside members of our senior management. Great organisational skills are vital for this role, together with a flexible approach and a proactive and ‘can do’ attitude.

If you’re an enthusiastic events coordinator looking for a new challenge, step this way! This is your chance to take ownership of your specialism within an innovative, successful, and growing company.

Key Responsibilities

• Organise our in-person client roundtable meetings and workshops. Liaise with venues, caterers and other suppliers, delegates and internal stakeholders, in some cases attend on the day making sure everything runs smoothly, and post event activities such as producing attendance reports and follow ups;
• Coordinate our webinars, including scheduling, test runs, setting up and managing logistics on the day, preparing the recording and attendance report afterwards and sharing it with internal stakeholders;
• Organise the logistics for Aurora’s participation with a booth in external trade fairs;
• Podcast Support:
  - Schedule and coordinate briefing calls and recording sessions, and coordinate with studios for video recordings for Aurora’s podcast series;
  - Work closely with the Podcast Coordinator to ensure all logistics are delivered on time, and stakeholders have the information they need.
• Support the Conferences teams with sponsorship and partnership administration, and potentially other supplier contracts, including tracking contracts, deliverables, and payments in collaboration with Finance;
• Provide onsite support for selected conferences (specific responsibilities to be defined per event);
• Contribute with ideas to constantly improve our events strategy and as part of the wider Commercial team, always asking ‘What’s next?’.
  
  

What we are looking for

Required attributes:

• Enthusiastic, energetic with exceptional attention to detail
• Proactive and ‘can do’ attitude
• Problem-solving skills
• Excellent organisation and negotiation skills, able to manage a range of activities effectively to tight deadlines
• Able to multi-task and re-prioritize in a fast-paced and demanding environment
• Work experience within in-person and virtual events organisation or a commercial environment
• Ability to learn quickly and follow or develop processes that improve our internal efficiency
• Professional, excellent communication skills, able to build relationships at all levels
• Able to use your own initiative and to work both independently and as part of a team
• Good PowerPoint, MS Lists, Word, Excel, Outlook skills
• Experience with virtual event platforms such as Zoom
• Willingness to learn and develop

Desirable attributes:

• Work experience within business in-person and virtual events organisation
• Experience with other event platforms such as Stova, Bizzabo etc.
  
  

What we offer

Some of the benefits we include are:

• Private Medical Insurance
• Dental Insurance
• Parental Support
• Salary-Exchange Pension
• Employee Assistance Programme (EAP)
• Local Oxford Discounts
• Cycle-to-work Scheme
• Flu Jabs

At AER, we are committed to offering flexibility in the way we work. Most of our roles are hybrid with a mix of in-office/home working and potentially adjustable working hours. Let’s discuss what works for you and AER during the interview process.

The Company is committed to the principle that no employee or job applicant shall receive unfavourable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy, and maternity.

To apply, please submit your Résumé / CV, a personal summary, your salary expectations and please inform us of your notice period.

Unfortunately, we are unable to accept applications via email, telephone, or social media platforms. To be considered for this position, please submit your application using the link provided. Applications submitted through any other channel will not be reviewed.