Events Logistics Coordinator

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.

Department: Commercial - Events

Location: Oxford, UK

Joining our Oxford office, you will be responsible for organising some of our in‑person and virtual events such as client roundtable meetings, workshops, webinars, and supporting our annual market‑leading conferences and participation in external trade fairs. 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, and in some cases attending on the day to ensure 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 organising the logistics for Aurora’s participation with booths in external trade fairs and working together with the marketing team and other stakeholders. You will also assist with the organisation of Aurora’s large events in the UK and the rest of Europe, supporting the Large Events team with various activities at peak times.

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 Aurora’s Events team, reporting to the Head of Events and working alongside members of our senior management. Great organisational skills are vital for this role, together with a flexible approach and a ‘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 part of our in‑person client roundtable meetings and workshops, liaising with venues, caterers and other suppliers, delegates and internal stakeholders, and in some cases attending on the day to ensure everything runs smoothly, including post‑event activities such as producing attendance reports and follow‑ups.
• Coordinate part of 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 booths in external trade fairs.
• Support the Large Events team with organising the logistics for our large conferences in the UK and the rest of Europe at peak times.
• Provide onsite support for selected in‑person events mainly in the UK (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 ask ‘What’s next?’.

What we are looking for

Required attributes

• Enthusiastic, energetic with exceptional attention to detail
• Excellent organisation and negotiation skills, able to manage a range of activities effectively to tight deadlines
• Able to multi‑task and re‑prioritise 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

Desired attributes

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

What we offer

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

At Aurora, 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 Aurora 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.

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