Event Coordinator, Administrative​/Clerical

Focus areas:
Admin, Customer service, Attendee Experience

Location:

Hybrid – London Waterloo/Southwark (Tues–Thurs in office, Mon & Fri remote)

Reports to:

Senior Event Manager

At Shard Financial Media, we produce award-winning conferences, awards ceremonies, and content-led events that connect leaders shaping the financial services sector.

We’re growing our Event Operations team and are seeking a highly organised, detail-driven Event Coordinator to help deliver a smooth, professional attendee experience across our portfolio.

This is an admin-heavy role and is perfect for someone who is organised, process-driven and customer-focused, supporting the smooth running of events by managing attendee communications, registration journeys, data hygiene, and the operational engine behind delivery.

• A role with clarity – ownership of the events inbox, event admin and attendee communications
• Fast-paced and varied – lead on judging day coordination and support delivery of awards, conferences and micro-events
• Skills development – build expertise across event platforms, comms, and event operations
• Real contribution – be the operational backbone that keeps projects running smoothly
• Collaborative culture – work closely with Design, Sales, Marketing, Community & Membership, Finance, and Data teams

• Manage the event inbox and respond to attendee queries with a warm, professional tone.
• Build and maintain registration journeys and event set-up across platforms (e.g., Swoogo/vFairs).
• Own delegate comms scheduling and accuracy (joining instructions, confirmations, reminders, e‑tickets).
• Maintain attendee data hygiene (dietary/accessibility requirements, name changes, substitutions).
• Prepare operational outputs for event delivery (badge files, attendee lists, check‑in lists, scanning set‑up).

• Be the onsite lead on the registration desk, check‑in and attendee troubleshooting.
• Maintain trackers and templates for event delivery (supplier lists, guestlist changes, logistics checklists).
• Coordinate venue admin (rooming lists, dietary summaries, timings confirmations).
• Assist with production of event materials (agendas, menus, signage briefs) and internal documents.
• Manage internal accommodation and travel requirements for the business.
• Maintain event inventory and storage organisation.
• Lead on judging day coordination and operational delivery (logistics, comms and on‑the‑day support).

• Support feedback collection and survey distribution.
• Assist with weekly and post‑event reporting.
• Ensure event documentation is stored, labelled and shared in line with internal processes.

• You enjoy admin and take pride in accuracy and tidy systems.
• Exceptionally organised — able to juggle multiple events and stay on top of deadlines.
• Strong attention to detail — you check work carefully before it goes live.
• Confident managing a busy inbox and handling customer enquiries with warmth and professionalism.
• Calm under pressure, with good judgement and problem‑solving instincts.
• Proactive mindset — comfortable improving processes and suggesting efficiencies.
• Experience in customer service, operations, admin or events support (events experience is a bonus, not essential).
• Willingness to travel within the UK and support occasional evenings/overnight stays during key delivery periods.

• Hybrid working (3 days in the office, 2 days remote).
• 23 days’ annual leave plus bank holidays and your birthday off.
• Flexible start and finish times around core hours.
• Wellbeing support (BUPA cash plan, Employee Assistance Programme, mental health champions).
• Regular team socials and a supportive, collaborative working environment.
• Cross‑department learning with Design, Marketing, Sales, Community + Membership, Finance, and Data & Digital teams.
• A commitment to diversity, equity, and inclusion across our workplace and events.

Ready to take the next step in your events career?

Send us your CV and join a dynamic team supporting exceptional, industry‑leading events.