Vistage Worldwide
Events Coordinator
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ABOUT VISTAGE
Vistage is the world's largest CEO peer advisory organisation, celebrating its 70th anniversary in 2027. Founded in 1957 and headquartered in San Diego, Vistage brings together more than 45,000 members across 40 countries through confidential peer groups, one-to-one executive coaching, and world-class thought leadership from expert speakers.
In the UK and Ireland, Vistage supports over 1,100 members: the CEOs, founders, and senior leaders of the businesses that build Britain and Ireland. These leaders are navigating a landscape of extraordinary complexity. AI is rewriting competitive advantage, capital markets are shifting, talent is harder to find and keep, and the pace of regulatory change shows no sign of slowing. For the leaders who get this right, the opportunity is immense. That is what Vistage exists to help them do.
In-person peer advisory has never been more relevant. When the decisions get bigger and the variables multiply, having a confidential room full of people who understand the weight of your choices, and who will challenge you to make better ones, is the highest-value resource a business leader can access. Members meet monthly in curated groups led by a Vistage Chair, an accomplished business leader who facilitates group discussion and challenges thinking. Beyond the group meeting, Chairs hold monthly one-to-one sessions with every member: private, structured conversations where the real coaching relationship is built and maintained. Backed by a network of more than 130 accredited speakers delivering over 600 sessions annually across the UK and Ireland, Vistage CEO members grow their companies 2.2 times faster than average SMEs.
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THE OPPORTUNITY
Our events bring the Vistage community together, from intimate roundtables to national Leadership Forums. We are looking for an Events Coordinator to support the delivery of a growing programme of in-person and virtual events across the UK and Ireland. This is a hands-on role for someone who takes pride in the detail and is confident working with a senior audience.
RESPONSIBILITIES
EVENT PLANNING AND COORDINATION
- Plan and deliver a varied programme of in-person and virtual events across the UK and Ireland, from intimate roundtables to large-scale Forums and Headline events
- Own the end-to-end event timeline, from initial brief through to post-event wrap-up
- Coordinate AV production and technical requirements for both physical and virtual formats
- Maintain event documentation, running orders, and briefing packs
EVENT DELIVERY
- Coordinate all logistics including travel, accommodation, catering, signage, and delegate materials
- Coordinate speaker logistics, from booking confirmation through to on-the-day contact
- Brief and lead the on-site team, ensuring every element runs to schedule
- Act as the operational point of contact on the day, resolving issues as they arise
- Deliver post-event breakdown, supplier reconciliation, and feedback capture
MARKETING AND COMMUNICATIONS
- Work closely with the Marketing team to make sure landing pages are published before and after each event
- Draft and deliver pre-event and post-event communications
- Prepare and distribute invitations
- Track registrations against targets and drive attendance through timely follow-up
- Support social media activity around each event
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REPORTING
- Use Cvent, RegFox and Salesforce for registration management, data capture, and reporting
- Produce post-event reports covering attendance, feedback, and spend
SPONSORSHIP SUPPORT
- Support the Partnership and Strategy Manager with sponsor set-up and on-site delivery
- Help ensure sponsor deliverables are met at every event
QUALIFICATIONS
EXPERIENCE
- Five or more years coordinating high-quality events for a senior or executive audience
- Experience delivering both in-person and virtual events
- Confident with AV requirements and virtual platforms including Zoom and Microsoft Teams
SKILLS
- Able to run multiple events at different stages simultaneously
- Excellent written and verbal communication, with the confidence to deal directly with senior executives and speakers
- Proficient in Microsoft Office, particularly PowerPoint and Excel
- Salesforce and Cvent experience is essential
KEY ATTRIBUTES
- Proactive, detail-oriented, and calm under pressure
- Strong problem-solver with sound logistical judgement
- Comfortable working independently and as part of a small team
- Reliable and trustworthy, full clean driving licence required
- Willing to travel across the UK and Ireland, with occasional overnight stays
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