Jefferies
Conference & Events Logistics Coordinator
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Job Description
Jefferies is looking for someone to assist with logistics for the firm’s conferences and events. The position is based in London and will report into both the Global Head of Conferences (based in US) and Head of EMEA & APAC Corporate Events (based in London) within Corporate Services.
This position will be hired via a consultant agency and based on a 6-month contract, with potential to extend.
Responsibilities:
Conference & Event Logistics:
- Event Management
- Maintain and grow relationships with internal and external stakeholders, vendors, and suppliers
- End-to-end event execution of client events (inclusive of pre and post-conference dinners, drinks, and related hospitality events), as well as internal events, sponsorships, and ad hoc entertainment requests
- Identify, book, and manage venues
- Oversee invitations, branding, RSVPs, guest communications, guest lists, and seating plans, where required
- Financial management and negotiation of event budgets, as well as post-event reporting & feedback
- Manage team administrative functions, including monthly expense reconciliation and vendor directory
- Measure and report on event statistics and budgets to business stakeholders
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Venue, Logistics & On-Site Management:
- Source and secure venues
- Manage venue contracts, documentation, and supplier communications
- Coordinate key logistics, including room setup, catering, AV, signage, and on-site support
- Process invoices and payments
- Work onsite at various events, to include some travel for larger events in the region
Guest List & Attendance Management:
- Maintain the master guest list across relevant events
- Track RSVPs, attendance, and changes in participation
- Prepare seating plans for dinners or structured events as needed
- Ensure attendee information is kept accurate and up to date
Conference Scheduling & Coordination:
- Act as the IB point of contact for conference scheduling
- Coordinate with IB teams on banker availability, meeting participation, client/corporate schedules, and internal attendance requirements
- Support schedule changes and ensure relevant stakeholders are kept informed
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MeetMax Administration:
- Complete MeetMax training as required
- Add companies and register participants
- Input, manage, and monitor IB meeting requests
- Support updates to meeting schedules and participant details as needed
Requirements:
- 2+ years of event planning experience
- Preferred experience in corporate events, conferences, or corporate access
- Experience of working in, or with, the financial services industry a plus
- Experience of working within a global company, across multiple time zones a plus
- Proficiency in Microsoft Office, particularly in Excel and Outlook (experience in MeetMax & Zoom would be a plus)
- Strong interpersonal skills, including written and verbal communication
- Superior organization and adaptability skills with a high-level attention to detail
- Ability to meet deadlines while managing multiple, complex projects
- Undergraduate degree from an accredited university required
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