Russell Tobin
Event Coordinator
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Executive Engagement Coordinator – 12-Month Contract
Location: London, 4–5 days per week onsite
Contract: 12 months
Hours: 40 hours per week
Bonus: 10% company bonus eligibility
About the Role
We are looking for an experienced Executive Engagement Coordinator to join the global executive engagement function of a leading global technology company known for its work across social platforms, immersive technology, AI and next-generation consumer devices.
This is a high-visibility role supporting an established Executive Briefing Centre in London, where the team hosts senior executives, VIP partners and key business stakeholders.
You will be responsible for ensuring every aspect of these executive engagements runs seamlessly — from preparing the physical environment and coordinating hospitality to managing vendors, supporting technology showcases and working closely with multiple internal teams.
The successful candidate will be highly organized, commercially aware and comfortable operating in a fast-paced environment where priorities can change quickly.
Key Responsibilities
Executive Briefing Centre & On-Site Experience
- Manage the day-to-day readiness of the London Executive Briefing Centre.
- Maintain inventory, supplies, signage and other materials required for executive engagements.
- Support room setup and hospitality requirements for high-profile briefings.
- Welcome and escort visiting executives and VIP guests.
- Act as the primary onsite contact for operational requirements.
- Coordinate with security, facilities, AV and culinary teams to ensure a seamless experience.
- Proactively identify and resolve issues before and during engagements.
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Executive Engagement & Event Coordination
- Support the planning and delivery of VIP executive briefings and events.
- Coordinate logistics including catering, hotels, transportation, signage and executive gifts/swag.
- Work closely with Executive Engagement Leads to manage agendas, schedules, resources and documentation.
- Support engagements typically involving 7–15 external executives.
- Manage multiple engagements and changing priorities in a fast-paced environment.
Programme & Operational Support
- Contribute to the continuous improvement and development of the Executive Briefing Programme.
- Support the global executive swag programme from end to end.
- Help develop and maintain tools, systems and processes that improve programme efficiency.
- Create and update polished digital landing pages containing agendas, speaker information and pre-engagement details.
- Collaborate with colleagues across different time zones, including international teams.
About You
We are looking for someone with:
- 4–6 years' experience in executive engagement, events, programme management or a closely related area.
- Experience managing executive programmes, VIP events or high-touch corporate experiences.
- Strong stakeholder management and cross-functional collaboration skills.
- Excellent organizational skills and exceptional attention to detail.
- Experience working in a fast-paced environment where priorities can change at short notice.
- Strong written, verbal and interpersonal communication skills.
- Proficiency with Google Workspace.
- A proactive, self-starting approach to problem solving.
- The ability to remain calm and solutions-focused when dealing with last-minute changes or unexpected requirements.
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Desirable Experience
- Experience working with global or cross-regional teams.
- Vendor and hospitality management experience.
- Familiarity with AI tools that can improve operational efficiency.
- An interest in wearable technology, consumer electronics and emerging technologies.
What Makes This Role Different?
This is an opportunity to work at the intersection of executive engagement, technology and high-profile events within one of the world's most recognizable technology organisations.
You will have exposure to:
- Senior and C-suite executives from major partner organizations.
- High-visibility executive briefings and strategic engagements.
- The latest developments in AI, wearable technology and consumer devices.
- A dedicated executive engagement environment in London's King’s Cross.
- Global colleagues and stakeholders across multiple time zones.
- A programme that is actively growing, giving you the opportunity to help build and improve processes rather than simply follow an established routine.
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