View Vacancy – Events Manager / Social Secretary (NLD24.181)

Are you pro-active, communicative and detail-oriented? Then we are you looking for you! 

The British Embassy in The Hague is part of a world-wide network, representing British political, economic and consular interests overseas and is seeking to recruit an Events Manager / Social Secretary. 

This job is a brilliant opportunity for someone with an interest in event organisation as well as the wider workings of an Embassy. You will support the delivery of the full breadth of the Embassy’s strategy and objectives through its internal and external events at the Residence. 

You will sit in the Ambassador’s Outer Office team and work closely with the team at the Residence. You will take a leading role in organising, strategizing, and coordinating Embassy events, as well as working closely with the Ambassador and her Chief of Staff in delivering on the Embassy’s objectives. 

This role is an excellent opportunity to apply your skills and experience in high end hospitality to work with the Ambassador and Embassy team on a wide range of projects that underpin the wide range of foreign policy objectives within the Embassy. From the foreign policy team to our defence colleagues, other departments, or external partners – you will liaise with all of them to help them organise brilliant conferences, panel discussions, meetings and dinners. 

The successful candidate will be a confident and proactive person, with an understanding of what it takes to organise events and work with external stakeholders. You will need strong organisational skills, the ability to work to tight deadlines, a cooperative team approach, and good interpersonal and communications skills are essential. The job will vary from day to day, so flexibility and being able to prioritise, are essential requirements.  If you have experience in organising high end events and an appetite to deploy this experience at the Embassy of a key partner to the Netherlands, then we could be keen to hear from you! 

Roles and responsibilities: 

Event organisation and working with the Residence Team (60%) 

–    Support the delivery of the Ambassador’s and the wider Embassy’s objectives through delivering high-level events, lunches, and dinners, including supporting the organisation of larger annual events such as Burns Night and the King’s Birthday Party reception. 
–    Ensure events and other engagements have the desired impact by securing the right level of attendance and ensuring the proposed event meets our wider objectives.  
–    Work with the Residence Manager and the Outer Office team to ensure all aspects of events (attendees, budget, logistics, etc.) are properly planned out and executed. 
–    Work up logistics, seating plans deploying knowledge of hospitailty protocols
–    Maintain contact with our external partners to identify opportunities for events.
–    Oversee and manage the weekly Residence Events Calendar and liaise with the Residence team accordingly
–    Arrange event logistics, guests lists, invitations and menus, inclduign keeping records of guest requirements
–    Keep our Events guidance up to date and ensure the wider Embassy is aware of what we offer 

Budget management (20%) 
–    Plan and manage events budget 
–    Act as the Outer Office Team budget lead, make quarterly budget forecasts and work closely with the Corporate Services team  
–    Events administration – manage contracts, invoices and payments 
–    Assist the Residence team in their budget management where required

Private Office Support (20%) 
–    Work closely with the Ambassador’s Chief of Staff and the Assistant to the Deputy of Head Mission and assist with administration and diary management where needed
–    Coordinate the planning of residence events in the Ambassador’s diary
–    Provide leave cover for other team members if required 

NOTE: Given the nature of the job, we will need to ask you to work out of office hours to attend Embassy and residence events, but we will make sure that you are able to take time off to compensate. The above breakdown of responsibilities is subject to changes in priorities and may evolve over time and in response to changing circumstances. The role exists as part of a team and all staff are expected to be flexible in supporting colleagues, particularly at busy times, with training and development at the heart of our roles.  We take the wellbeing and welfare of all our colleagues seriously and you will be part of a close-knit and supportive team.

•    Fluent oral and written communication skills in English (minimum of C1 level for CEFR framework*);
•    Ability to work quickly and accurately under pressure and to work effectively within a team;
•    Excellent customer service and interpersonal skills with solid communication skills to persons at all levels (both internal and external partners);
•    Excellent organisational skills, with proven ability to plan and prioritise tasks;
•    A proven ability to anticipate and solve problems and pay close attention to detail;
•    Ability to manage budgets and report event costs to management team;
•    Excellent IT Skills; 
•    Ability to work flexible hours in support of events hosted at the Residence.