We are currently recruiting a Global Events Coordinator for a Fixed term contract until June 2026.
This role is hybrid, both working from home and in one of our hubs. The role holder is expected to be in our London hub once per week.
We encourage our colleagues to work flexibly between home and the hub to suit their needs and preferences, in line with our hybrid working policy.
Colleagues are able to work their hours flexibly, in line with core business hours and requirements. We also offer formalised flexible working agreements.
The starting salary is £31,065 if based in London and £29,450 if based elsewhere.
To apply, please send a CV and cover letter to HRsupport@actuaries.org.uk by the closing date of 27 June 2025. Interviews will take place on 11 July 2025.
Purpose of the job
- Coordinate and deliver online webinars and in-person events as assigned by Head of Global Events and assist the Events Team in planning and organising the larger IFoA’s flagship in-person events.
- The role will cover event management from initial brief through to successful fruition and event evaluation for both online and in-person events.
- Working in partnership with team members to ensure all event administration is completed accurately and within departmental and organisational guidelines prior to the event.
- Responsibility for successful delivery of own portfolio of events, online and in-person.
- Collaborate with Marketing Executive to feed into marketing briefs, and upload and maintain content on the IFoA’s website within departmental and organisational guidelines.
- Collaborate with Global Sponsorship Manager to promote the financial partnership opportunities available.
- Assist as needed onsite at in person events and residential conferences.
Dimensions
Value of any budgets controlled completely: None, Financial authority limit: None. Post holder works within set budgets of up to £50,000
Principal accountabilities
Event management
Assist in the delivery of 50 webinars annually. Attendance at in-person events. Work with team to set up and deliver circa 50 online webinars and work as part of the team on several in-person annual events ranging from 100-1,000 attendance working to set deadlines. This includes:
- Ensure all event delivery complies with corporate guidelines and processes.
- Work with Communities Managers to ensure programme content is delivered to meet corporate objectives.
- Ensure internal and external stakeholders expectations and objectives are met through successful professional event delivery.
- Create speaker and delegate communication, in compliance with corporate communication strategy guidelines and tone of voice guidelines.
- Keep abreast of latest technology and conference production techniques to contribute to improving the delegate experience year on year.
- Work within the Procurement process guidelines to ensure engagement of 3rd party suppliers provides the IFoA with the most appropriate service and the best ROI.
Project management
- Provide regular and time relevant reports to Line Manager and Head of Global Events on in person events and webinar status to include any key issues that need to be resolved to enable events to be delivered to initial brief and within set budget.
- Attend Organising Committee meetings as required for the event to provide event logistic advice or webinar delivery advice.
- Once programme is confirmed-liaise with speakers, event chair and key- note speakers.
- Project manage timelines to ensure all parties involved meet key dates within planning process to enable the event /webinar to be delivered
- Ensure delegates and speakers have been provided with the correct and relevant event information and joining instructions.
- Project manage all aspects of event logistics and delivery.
- Ensure all 3rd party suppliers have been provided with a detailed brief prior to the event where necessary.
Effective marketing: providing members with CPD/lifelong opportunities
- In full liaison with Line Manager, Communities Manager, Marketing Executive and Organising Committee, ensure created copy reflects the event correctly.
- Work with Web team to upload event detail onto the website and keep information up to date in line within organisational guidelines.
- Ensure all speaker presentations and event recordings are uploaded onto member resource library with accuracy to provide delegates with research documentation within specified time scale.
- Adhere to the corporate style guidelines and maintain the IFoA’s quality standards and corporate image.
- Assist Marketing Executive by providing event information copy for eNewsletters, and external advertising.
Main contacts
Internal
- All event team colleagues
- All internal departments
External
- Volunteer members of the planning committees
- Senior members of the Profession (to develop high profile events or as speakers at events)
- Conference speakers and their support personnel
- Individual delegates
- External venue staff (to assist with logistics of in-person events)
- Third party suppliers (to assist with logistics of in-person events)
Decisions
- Prioritise personal workload and work to agreed event delivery deadlines to ensure successful completion of event programme to meet all stakeholder expectations.
- Ensure decisions made always adhere to departmental and organisational guidelines.
- Contribute to discussions on appropriate ways to improve the member journey.
- Project management.
- Representation of corporate image both in event marketing materials and when communicating with colleagues and stakeholders.
Complexity
- Managing multiple events/projects at any one time whilst establishing and meeting strict deadlines and remaining within set budget Any one project has multiple deadlines throughout the organising process, so this means the post holder needs to be an effective project manager capable of multi-tasking and meeting tight deadlines.
- Programme development: Work alongside Line Manager and Communities Managers and attend committee meetings as required to advise committees on all aspects of the event logistics to ensure their programme content objectives are met.
Impact
- The post holder is responsible for working in a team to deliver relevant lifelong learning events for members and non-members of the IFoA
- By evaluating processes used in the development and planning of all events and making changes where needed, the post ensures that the IFoA’s objectives are achieved and the member experience improves.
Knowledge and experience
Essential
- Event management experience.
- Strong communicator with excellent interpersonal skills.
- Delivering online webinars using Zoom or similar software.
- Excellent attention to detail.
- Self-motivated.
- Creative.
- Excellent time management skills. Ability to manage own workload and prioritise work.
- Excellent project management skills (organisation and planning)
- Ability to work autonomously but also be able to be an active member of a team environment.
- Good IT skills and have an affinity with databases and proven ability to maintain accuracy.
Desirable
- Experience of working within a membership organisation.
- Experience of working within a diverse stakeholder organisation.
Additional information
Travel to event locations will be required. Out of normal working hours will be required. Occasional weekend work will be required.
IFoA’s values
The role holder must be an ambassador for and demonstrate the IFoA Values in all aspects of their work.
- Member-focused: We put members at the heart of everything we do
- Action-oriented: We work hard, we work smart, and we take pride in getting things done, valuing action over perfection
- Forward- and outward-looking: We’re always looking to be bold and improve, innovate and take the next step
- Team-driven: We work in partnership, advancing together as one IFoA
Alternative format and adjustments
Please email the HR Team if you require:
- any information regarding our vacancies in an alternative format
- any adjustments to support you to fully participate in any part of the application and recruitment process
Any information shared will be used only to enable us to make reasonable adjustments to support candidates to participate in the recruitment process. It will not inform selection decisions.
You can reach us at HRsupport@actuaries.org.uk.
Diversity, equity, and inclusion
The IFoA encourages applicants from a variety of backgrounds and experience and welcomes diversity with regard not only to protected characteristics but also diversity of thought. Diversity, equity and inclusion are more than just words for us. That’s why we are committed to creating a culture where everyone feels included and respected, and where no one is unfairly discriminated against. Consequently, we promote diversity, equity and inclusion in all our policies, practices and procedures, and actively encourage applications from a diverse range of potential candidates. All applications for our roles are considered on merit alone, and if you don’t meet all the criteria but believe you have something to offer, we want to hear from you. For more information on our commitments, please see our DEI strategy page.
