Events Coordinator

Events Coordinator

HRtechX

This role offers you the opportunity to own the operational standard of every conference we run. You will be responsible for the end-to-end execution of 10 European private equity conferences a year - venues, suppliers, on-site teams, and the experience itself. Do you want to take part in defining the future of an industry? Do you thrive in a fast-paced environment, where you gain a tremendous amount of responsibility? Do you want to be part of an exceptional entrepreneurial team with young, motivated and extremely driven people? And are you the kind of operator who ships - obsessive about details, calm under hard deadlines, and energised by getting a thousand moving pieces to land in the right place at the right time? If so, you might be the next member of our global operations team.   WHY HRTECHX HRtechX is a world leading HRtech community, connecting industry executives, entrepreneurs and professionals. We are a start-up on a growth journey who help leaders evolve and create stronger businesses through people and technology. We aim to address the challenges and opportunities for HR and HR Tech. We bring together the most influential executives, investors, and entrepreneurs to share their insights on how technology will shape the future of HR, as well as forge long lasting partnerships and client relationships. HRtechX is part of United Media (https://www.united-media.com/) which focuses on building large scale industry media and conferences products in sectors such as insurance, HR, private equity, retail, etc.   WHAT WE OFFER YOU You get the unique opportunity to take ownership of one of our key business areas. You’ll be working in-person in your HQ in London where you will constantly be pushed out of your comfort zone. To ensure a never-ending growth curve, we provide you with: * The opportunity of having a real impact - You’ll be getting operational experience in a start-up where both your work and the results are highly tangible and matter to the business. * Inspiration and guidance - A chance to work closely with our high performing team as well as with the CEO and founder of our company. * Unlimited growth potential in our company - we strongly believe in and have a track record of promoting internally. * Travel opportunity: You would be joining our conferences overseas. * Invaluable transferable skills - boost your interpersonal, research, organisation, outreach and project management skills through experience and training.   YOUR RESPONSIBILITIES Responsibilities in this job will vary; however, they will be mostly centered around the following: 1. Supplier Research and Management: * Source, compare, and find the best suppliers for various event needs. * Conduct thorough research to identify potential suppliers for add-ons, branding materials, and other event requirements. * Negotiate contracts and terms with suppliers to ensure cost-effectiveness and high-quality services. * Maintain positive relationships with suppliers, addressing any issues or concerns. * Budget review and management to ensure all changes are raised ahead of time. 2. Event Planning: * Planning sponsored VIP events, lunches, dinners, and after-hours activities. * Coordinating with venue staff to ensure all logistical details are in place. * Provide on-site support during events, ensuring everything runs smoothly. 3. Internal Team Support: * Keep track and condense internal team queries. * Maintain inventory tracking and regularly update event inventory sheets. * Quality check of design aspects such as banners, signage, brochures, and other promotional materials. 4. On-site Volunteer organisation  * Hire, train, and manage a 40-person organisation of volunteers.   WHAT THE FUTURE HOLD FOR YOU WITH OUR COMPANY Whether you are with or for 2 or 10+ years we believe this position to lay the foundation for a very successful career. We are strong believers of internal promotions and aim to land all management positions internally. WHAT WE EXPECT FROM YOU Please note that this job does not require any specific previous work experience as training is provided and we are looking to incorporate candidates across different levels of experience. However, we do require you to have a UK work permit.  Furthermore, we are looking for candidates who: * Have a relentless drive and desire to be the very best at what they do; * Possess and unparalleled work ethic with a high sense of urgency; * Take ownership of everything they do, are proactive and follow through on commitments; * Are curious about people and love to speak, build and nurture relations; * Are an excellent communicator (especially) verbally and in writing; * Are well-organised and display the ability to structure and prioritise their work. START DATE Flexible. The role is onsite Monday to Friday, based in our office 4 minute walk from London Victoria Station.

Private Events Intern - Soho House Copenhagen

Soho House

Private Events Intern at Soho House Copenhagen! As our Intern to the Private Events Manager, you will play an essential role in planning and delivering high-end, bespoke events tailored to Soho House members and external clients. From intimate dinners to large-scale celebrations, you will support the team in ensuring each event is memorable, beautifully executed, and aligned with the Soho House brand. You’ll gain first-hand experience in hospitality and event operations while developing organizational, creative, and client-facing skills. Note that the internship is unpaid and has to be for at least 3 months. The internship will include working some evenings and weekends. The Internship includes... * Assisting in the planning and execution of private events such as corporate gatherings, weddings, cocktail receptions, and brand activations. * Supporting client communication: from initial inquiry through to final delivery, including creating proposals and managing timelines. * Contributing creative ideas for table settings, entertainment, and room styling that reflect the latest trends in design and hospitality. * Maintaining detailed event documentation, ensuring that all logistics and budgets are tracked accurately. * Liaising with cross-functional teams including kitchen, bar, membership, and front-of-house to ensure seamless coordination. * Attending and supporting live events, assisting with guest experience, and ensuring smooth day-of execution. * Conducting post-event evaluations to gather feedback and highlight areas for improvement. * Assisting in building and updating a preferred vendor list, including, musicians, stylists, and AV teams. * Engaging in outreach and research to identify potential clients that align with Soho House values and elevate the private events calendar Expected Learning Outcomes... We are able to tailor the internship to meet the educational requirements, but preliminarily, these are the learning outcomes; * Demonstrate the ability to work effectively in an international hospitality environment. * Practise a variety of professional communication skills across verbal, written, and digital formats. * Develop a deeper understanding of cultural etiquette and expectations within premium service industries. * Exhibit flexibility and initiative in fast-paced, dynamic event settings. * Reflect on experiences to identify strengths, growth areas, and transferable skills for future employment. * Understand and articulate the business of private events, including sales, client management and budgeting. What we are looking for... The internship is ideal if you are studying events management or something similar. If you have previous experience it is a plus, but most important is that you are willing to learn. You need to be able to communicate in English fluently both verbally and written - if you speak a Nordic language it is a plus. * You are positive and proactive as a person * You thrive in fast paced environments * Previous experience in hospitality is a plus We are expecting the internship to start from around late August 2026, but we are flexible and can adapt the period. Interviews will commence in August. We will do interviews on an ongoing basis until we find the right candidate. We are looking forward to hearing from you.

Events Coordinator - Soho House Tokyo

Soho House

At Soho House, the Events Coordinator plays a key role in bringing our private and brand events to life - supporting everything from intimate gatherings to high-profile activations. Working closely with the Private Events & Sales Manager, you’ll help deliver seamless, detail-driven experiences that reflect our creative and community-led ethos. This is a fast-paced, hands-on role for someone who thrives on organization, enjoys collaborating across teams, and is passionate about creating memorable moments for guests. From coordinating behind the scenes to being on the floor during events, you’ll be part of shaping the energy and experience that defines Soho House. Main duties… Event Support * Assist the Private Events & Sales Manager across a varied portfolio ranging from private to luxury brand activations * Help prepare materials such as BEOs (Banquet Event Orders), run-of-show documents, menus, and floor plans per event Client Communication – in Japanese and English * Assist in responding to private hire enquiries * Participate in site visits with clients and vendors * Handle day-to-day client correspondence under the guidance of the Private Events & Sales Manager * Over time, take on increasing responsibility for managing smaller events independently Internal Coordination * Liaise with F&B, Reception, Kitchen, Engineering (AV) and Finance teams to ensure smooth operational communication On-the-Day Support * Be present and hands-on during events as an on-site point of contact for clients * Coordinate with house teams to ensure events run to plan * Assist with setup checks, guest arrivals, and last-minute requests Administrative Support * Maintain accurate records across the events pipeline * Update events collateral (brochure, menu, terms & conditions, etc.) as necessary * Perform other duties as assigned by supervisor/manager What we look for… * 2–3 years of experience in operational F&B, hospitality, and/or events management * Strong communication skills in both written and spoken Japanese and English (native-level Japanese and business-level English required) * Flexibility to work according to event requirements, including evenings and weekends * A professional and polished communicator with high performance standards, excellent problem-solving abilities, and strong listening skills * Proven ability to multitask and meet targets in a fast-paced environment, while remaining resilient and calm under pressure * Highly organized with exceptional attention to detail * Interest in music, culture, fashion, art, hospitality, and community-building, and proficiency in Microsoft Word, Excel, Outlook, and PowerPoint; familiarity with AV/IT systems and Tripleseat is a plus