Who are we? 

The British Embassy in Vienna is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking to recruit an experienced Events Officer.

Main purpose of job:

The Events Officer plays a key role delivering high quality events and providing excellent service at the British Ambassador’s Residence and other locations.  These events directly support delivery of the British Embassy’s objectives of promoting and strengthening UK-Austria relations and the UK’s multilateral UN and OSCE objectives.

The role involves managing the official entertainment of and engagements for the Ambassador and the wider Embassy/Three-Missions, working closely with the Residence Manager, Ambassador’s Executive Assistant and key stakeholders across the Embassy, to ensure all official events are properly prepared and run. The jobholder is expected to be a self-starter, to deliver excellent event organisation, in an effective, efficient, professional, courteous and timely manner.  This is a highly rewarding position with a requirement for creativity, innovative original ideas, excellent organisational skills, flexibility and flair.

Main duties and responsibilities:

• Devise, design, plan and deliver innovative, imaginative, elegant and impactful events (including major events, cultural events, dinners and receptions, and smaller-scale breakfast, lunch, and tea events, seminars, workshops) hosted by the Ambassadors or the various sections across the Three-Missions;
• Project Manage and organise the annually held King’s Birthday Party, including Budget oversight;
• Process event requests and liaison with all Sections / Lead Officers on event requirements, maintaining oversight of all event details
• Event coordination with Residence Manager and Chef
• Develop and maintain strong contacts and relationships within the hospitality and catering industry and event equipment hire companies;
• Manage the budget for Residence events, compiling, forecasting, projecting, monitoring spending, and keeping accurate accounts, including cost estimates and invoicing;
• Coordinate market research and benchmarking to ensure Value For Money consistently is achieved on all events, whilst maintaining a high standard;
• Devise and deliver guest lists to ensure diverse, impactful and interesting guests attend Residence/Embassy events, in support of Embassy objectives, working closely with others, as above, helping to develop the Embassy’s network of contacts;
• Issuing event invitations and monitoring and collating RSVPs and dietary requirements
• Maintaining and developing effective systems for all events, including a comprehensive contacts database, records of events, guest lists & attendee numbers, table plans and menus, and entertainment tailored to the requirements of functions, producing event statistics;
• Maintaining up-to-date guidance on the use of the Residence for Embassy colleagues and external parties
• Manage the official entertainment of and engagements for the Ambassador at external locations for annual events such as Remembrance Day etc.
• Share delivery of events with the Residence Manager
• Cover, as needed, for the Residence Manager i.e. during absences and support the Residence staff.
  

• Fluent written and spoken English and German (C1 level according to the Common European Framework of Reference for Languages*)
• Minimum 3 years’ experience of event planning and management, delivering outstanding customer service experience;
• Proven ability to plan, manage and deliver successful events, multi-tasking and working calmly under pressure, with a focus on attention to details;
• Excellent communication and interpersonal skills for engagement with senior stakeholders and strong team player;
• Good project management, negotiation, organisational and problem solving skills;
• Experience in managing financial budgets and resources effectively and liaison with external commercial partners;
• Ability to deal with sensitive issues;
• Willingness to work flexibly, including in the evenings, and (rarely) at weekends.
• Strong communication and organisational skills will be essential to succeed in this role.