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Events Coordinator

Job Introduction

We are seeking a dynamic, highly organized, and customer-focused Events Coordinator to join our team at The Royal Academy of Arts renowned for delivering exceptional guest experiences. The successful candidate will be responsible for coordinating and executing a wide range of events including corporate meetings, private functions, internal client meetings and exhibition in-house promotions. This role demands outstanding communication skills, meticulous attention to detail, and the ability to work collaboratively with multiple departments.

Role Responsibility

  • Plan, coordinate, and deliver internal events in collaboration with Academy teams, ensuring high-quality execution and guest satisfaction.
  • Act as the primary point of contact for internal clients, vendors, and Sodexo/Heritage Portfolio stakeholders.
  • Provide catering services for internal meetings, including drop-off setups and post-meeting clearances.
  • Manage event budgets, monitor spend, and complete financial reconciliation in coordination with the finance team.
  • Oversee event logistics such as catering, staffing, venue setup, and health & safety compliance.
  • Input event details and schedules into Priava and Microsoft Teams to keep all informed and aligned.
  • Organise and maintain a flexible, self-managed rota; standard workweek is Tuesday to Saturday, with occasional Sundays and Mondays.
  • Support café operations during quieter event periods, assisting with service and stock management.
  • Conduct post-event reporting and contribute to continuous service improvement.
  • Keep accurate record of events in the designated folders of the shared drive

Tools & Systems:

  • Priava (event management software)
  • Microsoft Teams (event communication and coordination)
  • Microsoft Excel (budgeting, schedules)
  • Microsoft PowerPoint (presentations, reports)

The Ideal Candidate

  • Proven experience in event coordination, preferably within a hospitality environment
  • Excellent organizational and multitasking skills
  • Strong verbal and written communication abilities
  • Proficiency in Microsoft Office and event management software 
  • Ability to work under pressure and manage last-minute changes with poise
  • A customer-first attitude and commitment to delivering outstanding service
  • Flexibility to work evenings, weekends, and public holidays as required

Key Skills:

  • Strong attention to detail
  • Excellent time management and organizational skills
  • Event and catering coordination
  • Budget tracking and reconciliation
  • Internal meeting support (drop-off & clearance)
  • Cross-functional collaboration and communication
  • Operational flexibility and multitasking
  • Self-scheduling and proactive problem-solving

About the Company

Heritage Portfolio is the sub-segment of Sodexo Live! that produces outstanding catering and event services for our cultural destinations. 

Our mantra is “Never standing still” and as we grow and flourish in the world of bespoke events and venues, we remain true to our original ethos: to provide an amazing experience that goes beyond the remarkable food we serve. Therefore we are always looking for passionate, enthusiastic and motivated individuals to join our team and take pride in the work they deliver.

At Sodexo Live! build a career where ‘everyday’ is anything but normal. Our experiences are unique, and so are our people. Bring personality, your background, and your desire for delighting others. In return we’ll give you all you need to thrive.
We Belong to a team that feels like family, ACT with purpose and be inclusive, Thrive in our career, while able to Be Live in the moment creating exceptional memories. 
 
After giving it all, you’ll return home knowing that you’ve played your part in creating a truly unforgettable moment. 
Because at Sodexo Live! we’re so much more.

 Be part of something greater

Globally Sodexo Live! contributes to the success of events such as Royal Ascot, the Tour de France, the Rugby World Cup and soon the Paris 2024 Games, and showcases exceptional venues such as the Eiffel Tower Restaurants, Bateaux Parisiens, Yachts de Paris, the Royal Academy of Arts in London, the Museo del Prado in Madrid, the Hard Rock Stadium, the Scottish National Gallery, and the Hollywood Bowl in Los Angeles. 

Other venues in the UK include, Fulham FC, the ACC Liverpool, and Edinburgh’s magnificent Signet Library.


Sodexo Live! is part of Sodexo which provides catering, facilities management, employee benefits and personal home services to 100 million consumers daily in 56 countries. At Sodexo we believe in the difference a day makes. That’s why we are proud to focus on people’s essential needs: we see them as key to improve the quality of life. We know that by focusing on the tangible, the real, the concrete improvements, day after day, for millions of people, we have a big impact not only on individuals but also on society and the planet. We believe it all starts with the everyday.

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