Events Manager

Job Description (Roles and Responsibilities)
The British Ambassador’s Residence has an excellent team of staff responsible for the well-being and entertainment of all guests within the Residence, as well as for the Ambassador and family. The Residence hosts a busy, ever changing, and interesting programme of events. The Residence Manager is an exciting and varied position, overseeing the overall management of the Residence. This includes organising numerous high-level events, working in partnership with teams across the Embassy. Ensuring highly successful delivery, to the upmost professional standards, is a key part of the job. A high level of attention to detail is a must, as is the ability to adapt to changing circumstances and to juggle several tasks at once. Excellent organisational skills and time management will be essential as will a calm and steady approach.

As well as working directly and closely with the Ambassador and family, the Residence Manager works alongside a team of five other Residence staff, the Ambassador’s Private Office team, and wider Embassy teams. Previous staff management experience is essential. Previous experience of organising and delivering events is essential, as is an understanding of basic finance processes, including the preparation of quotations and invoicing. The Residence is both an official facility used by all parts of the British Embassy and a private home occupied by the Ambassador and his family. Discretion and an empathy will be essential behaviours.

The position is full time. Hours are varied depending on events, and can include early starts, late finishes, and, very occasionally, working during weekends and bank holidays.

Roles and responsibilities:
**Event Management and Organisation (70%)**
- Liaising with the Ambassador/Private Office and other Embassy departments on event scheduling.
- Working with different Embassy team leads to organise events held at the Residence
- Provide and finalising quotations for events, through to final invoicing afterwards.
- Work with the Residence staff and others on all necessary arrangements for events, including agreeing room layouts, audio/visual equipment requirements, table arrangements, working with the Chef on menus, the Butler on beverages and additional staffing requirements, the purchasing of flowers and flower arrangements for tables and open spaces and so on.
- Liaising with Security teams on guest lists and additional requirements/arrangements for visiting VIP’s (car entry, bodyguard arrangements etc).
- Working with the Chef and Butler to ensure food and beverage stocks are sustainably sourced wherever possible, well managed to reduce wastage, and that new seasonal ingredients are sourced locally.
- Liaising with the Community Liaison Officer to arrange events at the Residence for diplomatic families. This includes coffee mornings, evening receptions, children’s activities, and management of the monthly ‘Picnic Sundays’ held in the Residence gardens.
- To organise the Residence diary and staff, including alternating staff hours around events and sourcing of additional staff as and when required.

**Staff Management (20%)**
- Establish and maintain good working relationships with the Residence staff.
- Oversee a working environment that is welcoming, kind, productive flexible and fun.
- Ensure excellent communication among the team, including through frequent meetings.
- Provide/oversee additional training as and when required.
- Complete staff appraisals, providing feedback and support.
- Ensure there are sufficient staff for all events, i.e. support waiters, kitchen hands, movers for furniture arrangements etc.
- Organise staff leave plans, with careful consideration not to interrupt Ambassador/family plans or events.

**Overall Residence Management (10%)**
- Ensure the Residence is run smoothly, and with little interruption the Ambassador, family and visiting guests.
- Ensure the Residence is always ‘guest ready’, and that any maintenance requirements are promptly communicated to the Corporate Services team, with required maintenance/work taking place around events.

Essential qualifications, skills and experience
- Fluent Spanish and C1 minimum English language
- Previous staff management experience
- Previous event management experience
- Work experience in similar, discreet and high-standard environments (whether for an individual, hotel or other similar establishment).
- Ability to prioritize tasks and activities. Excellent time management.
- Excellent customer service and highest possible attention to detail.
- Teamwork
- Ability to work well under pressure and to take regular changes in your stride.
- Availability to work flexible hours when required, and at times at short notice. The position, at times, requires weekend/bank holiday work.
- Proactivity
- Kindness

Desirable qualifications, skills and experience
- Knowledge in etiquette and protocol
- Previous experience with other inte