We are recruiting for an Operations and Events Coordinator. We are looking for someone with excellent attention to detail, organisational ability, and strong writing skills, to join the UK’s specialist think tank on the impact of longevity on society.

This is a diverse role best suited to someone who is highly organised and capable of managing tasks with varying and sometimes competing deadlines. It straddles different areas of the organisation giving the post holder an opportunity to be involved in a developing and administering both externally funded events, and internal operational projects.

They will be responsible for the smooth running of the ILC office and will be expected to take ownership of daily operational challenges, quickly identifying solutions and implementing appropriate action plans to overcome such daily operational scenarios.

The post holder will need to ensure internal processes and standards are met, content for both an external and internal audience is developed and is reaching the right people, and stakeholder information is always up-to-date and readily available to the team. They will be responsible for administering events for our growing Partners Programme, including identifying suitable venues, liaising with the Partners Programme members, writing and sending speaker and delegate invitations, and running the event on the day.

Full training on MS Dynamics, ClickDimentions and WordPress (for website content editing) will be provided, however the post holder must be confident in their ability to quickly learn the steps required to update and develop online platforms.

Job Description

• Engaging the right people

1. Identify new audiences and stakeholders relevant to the work of the organisation.

2. Assist in the development and marketing of ILC events including the development, preparation and issuing of event mailouts and invitations, and communication flows, writing and scheduling tweets, and updating events on the ILC website.

3. Lead on the ILC database (MS Dynamics), liaising with the external developer on updates, amendments, and issues; ensuring the platform is kept up to date with key stakeholder and event participants/invitees; sending weekly reports to members of the team and ensuing all staff are effectively trained on using the platform.

4. Coordinate the smooth running of ILCs new marketing platform (ClickDimensions) to ensure communications are reaching the right people and staff are effectively trained on using the platform.

5. Manage the ILC key stakeholder list

• Managing internal and external communications

6. Act as brand champion, liaising with the external designer, and proofreading to ensure clarity and consistency across ILC materials

7. Act as ILC website content editor ensuring it is kept up to date and is working effectively. Act as liaison with the external web developer. Manage a review and update of the ILC website in 2024.

8. Ensure every project has a communications plan and that actions are delivered.

• Improving our efficiency and impact

9. Ensure the smooth running of the Senior Management Team through administrative support, diary management, arranging external and internal meetings and preparing short-notice letters.

 10. Manage staff recruitment from start to finish, developing recruitment campaigns and job descriptions and identifying recruitment platforms and avenues to ensure campaigns have a wide reach. Ensure new starters receive a smooth induction.

11. Manage and grow the ILC’s university internship programme, liaising with a number of universities programme coordinators to ensure ILC is benefitting from internship opportunities.

12. Act as the main contact for our external IT consultant, resolving organisational IT issues and suggesting/implementing updates to improve our IT security.

13. Manage events and operations projects, e.g. an external perceptions audit, future office moves, exploring tools including AI that could help to support the work of the ILC

14. Ensure the smooth running of the ILC office, proactively identifying where changes and improvements are required.

15. Be responsible for the running and administering of some ILC events in a variety of formats from inception to completion.

16. Manage requests for information and respond and maintain the Chief Executive inbox ensuring all emails are responded to in a timely fashion.

Person specification

1. Excellent attention to detail

2. Good IT and tech skills with ability to quickly learn and adapt to new IT platforms

3. Excellent written and verbal communication skills

4. Excellent time management and organisation skills, managing competing deadlines and balancing short- and long-term tasks

5. Pioneering and proactive