Event Officer

Our fantastic benefits package includes opportunities for continuous learning, a generous annual leave entitlement, flexible working to help you maintain a healthy work-life balance, an Employee Assistance Programme and other wellbeing support such as cycle to work scheme and discounted gym membership. We also offer a competitive pension, an employee discount scheme and free entry into a wide range of national museums and galleries, as well as access to our own beautiful gardens at Kew and Wakehurst.

Join us in creating a thriving planet for all, powered by plants and fungi

The Royal Botanic Gardens, Kew (RBG Kew) is a leading plant science institute, UNESCO World Heritage Site, and major visitor attraction. Our mission is to understand and protect plants and fungi for the well-being of people and the future of all life on Earth.

We are working to end the unprecedented extinction crisis and to help create a world where nature is protected, valued by all and managed sustainably. We will achieve these goals by drawing on our leading scientific research, unrivalled collections of plants and fungi, global network of partners, inspirational gardens at Kew and Wakehurst, and our 260 years of history.

Join us on our journey as protectors of the world's plants and fungi.

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plants and fungi, we create lasting solutions for nature, communities and livelihoods. From
tackling biodiversity loss and climate change to helping secure a more resilient future, our work is
helping shape a thriving planet for generations to come.
The Development Directorate plays a vital role in making this possible. We are a team of more than
40 colleagues who secure the philanthropic support, partnerships and investment that power
Kew's world-leading science, conservation and education programmes. Together, we raise vital
income from individuals, trusts, foundations and companies, helping deliver Kew's Manifesto for
Change - our ten-year strategy to protect and restore nature and inspire people to value the natural
world.
This is an opportunity to be part of something bigger than any one role. Your work will help connect
people to nature, unlock knowledge of plants and fungi, and support solutions that create lasting
impact around the world. If you believe in the power of science, nature and collaboration to drive
positive change, we'd love you to join us.
Join us and help keep life extraordinary. Together, we'll create a thriving planet for all, powered by
plants and fungi.
Responsibilities
Event Management

• Work with the Senior Event Manager and Event Managers to research, design, develop and
  deliver an events programme to an agreed set of objectives, including target audience and
  business outcomes.
• Manage your own portfolio of events from inception to successful conclusion, working with
  a variety of colleagues across the organisation alongside external contractors and partners.

This may include but is not limited to guided tours, dinners, receptions, talks, private views,
away days and webinars, with responsibility for the full event cycle.

• Where relevant, support on the completion of briefs to inform pre and post event
  communications and marketing materials including invitations, covering letters, event
  brochures, and promotional materials.
• Complete logistical elements of event planning and delivery including liaising with internal
  and external suppliers and contractors, operations, stakeholders and event delivery teams.
• Conduct post-event evaluations in a timely manner to effectively measure return on
  investment, stakeholder engagement and organisational learning.
• Adhere to Kew's health & safety and sustainability policies, and legal requirements.
• Work with the relevant teams to ensure all participating internal staff, Trustees and

Executive Board receive timely event reminders and up to date diary invitations.

• Undertake all the necessary administration, working with senior members of the team, to
  support the planning and execution of events including guest list management and
  invitation sends.
• Cultivate and foster collaborative working relationships with across Kew including experts
  in science and horticulture teams
• Attend Kew-wide event planning meetings where necessary and coordinate with other Kew
  teams including Publishing, Constabulary, Garden Operations, Visitor Hosting, Commercial

Events and Venue Hire.
Budget Management

Reporting to the Senior Event Manager, the Event Officer will support on the planning, design and delivery of a program of face-to-face events and online activities to cultivate and steward relationships from key stakeholder audiences including donors, corporate partners, Patrons and legacy supporters.

This role is based at Kew with the option of regular home working, subject to operational requirements.

The salary for this position is £30,000 per annum [Development Grade]

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Job Title: Events Officer
Department: Development Operations
Location: Hybrid, office location at Royal Botanic Gardens, Kew
Reports to: Senior Event Manager
Line Management Responsibilities: N/A
Principal Working Relationships: Development & Strategic Events Team made up of
Events Officers x2
Events Manager x2
Senior Events Manager
Associate Director, Supporter Experience
Development Directorate made up of
Supporter Experience
Research
Fundraising Strategy & Performance
Major Gifts & Patrons
Principal Gifts
Legacies & Individual Giving
Trusts & Foundations
Corporate Partnerships
Wider Kew teams made up of
Government Affairs
External Affairs
Director's Office
Science
Marketing and Commercial Enterprise (MCE)
Horticulture
Wakehurst
Purpose
As part of our Development & Strategic Events Team, you ' ll help create and deliver unforgettable
experiences that inspire support for our mission. From exclusive donor receptions in our iconic
gardens to high-impact thought leadership moments and strategic cultivation events, you ' ll be at
the heart of connecting people to our work. Working across teams, you ' ll support on events that
build relationships, celebrate our achievements, and bring our community of supporters closer to
the cause - all while showcasing the beauty and importance of Kew and Wakehurst.
Reporting to the Senior Event Manager, the Event Officer will support on the planning, design and
delivery of a program of face-to-face events and online activities to cultivate and steward
relationships from key stakeholder audiences including donors, corporate partners, Patrons and
legacy supporters.
Job Context
Join us in creating a thriving planet for all, powered by plants and fungi
At Royal Botanic Gardens, Kew, we're working to end the extinction crisis and create a world where
nature is protected, valued by all and managed sustainably. Using the science and wonder of

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• Manage small event budgets in collaboration with the Senior Event Manager and/or Event

Managers.

• Ensure expenditure against budget provision is properly tracked and forecasted, and that
  all financial elements of event planning are managed accurately.
• Support the Events team by raising and tracking Purchase Orders and Invoices and
  managing new suppliers on the finance system.
• Support with expenditure tracking and budget management across all events, providing
  monthly updates to relevant stakeholders
• Ensure event supplies are regularly replenished and budgeted for.

Data Management

• Update and maintain event records in the CRM database, creating and managing events
  within the system to ensure event activities are recorded accurately including RSVPs,
  dietaries, and access requirements.
• Ensure all guest lists are managed appropriately, before, during and after an event, and
  comply with data management processes and GDPR.
• Manage RSVP's, guest queries and database administration both for your own portfolio of
  events and the wider team.
• Champion and represent the Events team in database and CRM processes across the
  wider organisation.

Communications

• Act as a point of contact for RSVPs, event queries from guests, managing invitation mailings
  in Outlook alongside pre-event communications.
• Provide excellent customer service to Kew's supporters and stakeholders, providing a
  bespoke level of care throughout all events and communications.
• Create, send, and report on all event related communications.
• Work with various individuals and teams across Kew to generate communications content.
• Write bespoke event communications with meaningful messaging, following Kew guidelines
  and ensuring the correct tone of voice.

Working patterns

• This position will require visits to Wakehurst (Kew's botanic garden in Sussex) and travel to
  offsite venues in the UK.
• Events are often held in the evening and at weekends and this is a requirement of the role.

Person Specification
Knowledge and experience required:
Essential

• Experience of event coordination and delivery, preferably gained within a high-profile or
  large, complex organisation.
• Experience of delivering excellent customer care for VIPs, high net worth individuals,
  supporters, and/or customers.
• Experience of meeting agreed targets and deadlines
• Experience of developing and managing positive working relationships with colleagues at all
  levels.
• Experience of managing budgets and working with financial systems.
• Experience providing outstanding administrative or operational support