AV, Hybrid and Virtual Events Manager (Maternity Cover)

The Royal Society

  • London
  • £45,000-52,000 per year
  • Temporary
  • Full-time
  • 2 days ago
Job ScopeTo manage the organisation, production and co-ordination of RS events in an efficient and repeatable way. The post holder will develop, over a period of time, a rigorous set of processes that improves the consistency of event planning and production, while also making the process more efficient. The post holder will be work in the following broad areas:
  • Planning events
  • Building events
  • Supporting events
  • Business owner for the CRM events module
  • Documentation and procedures
  • Improving the events process
Please note that we are unable to offer sponsorship for this role.Reports to: Senior Audio-Visual ManagerLine manages: nonePay band: ESalary: £45,000 -£52,000 per annumContract type: FTC until September 2026Hours: 35Location: Carlton House Terrace, London, SW1Y 5AG plus the option for some hybrid remote working
Closing date for applications: Midnight 14 September 2025Interviews will be held: 24 September 2025ResponsibilitiesWork with teams across the Society, the Director of IT and other members of the IT/AV team to plan the production and delivery of events, including:
  • Advise and train teams in using the CRM Event System for planning and managing an event at the RS
  • Advise on the format for the appropriate format event from a set of standard RS event types
  • Asses the need for the event to use external support based on its size or complexity
  • Assist in the production of an event running order and plan
  • Attend planning and other meetings with event organisers
  • Attend RS wide meeting as required to feed in information about planned events
  • Mange the accounts and charges for various platforms used for hybrid and virtual events, for example Zoom, Slido and Vimeo
  • Work with Conferencing and AV in working with internal stakeholders on event management
Produce in association with the procuring team:
  • Technical (AV / IT / Web Dev ) requirements
  • CRM based and Digital marketing requirements
  • Event site / pages requirements
  • Digital and other assets requirements
  • Any post production requirements
  • The lifecycle of the event material
  • Ensure that base RS standards are built into the event plan (e.g, closed captions)
Building eventsWorking with the procuring team, the Director of IT and other key members of the IT/AV/Conferencing team ensure that the event is built on time and to a high standard. This includes:
  • Building an event plan, including timeline, key tasks and critical path
  • Ensuring that an appropriate MS Teams channel is created, with a single location for the storage of files and other assets associated with the event
  • Create Zoom, Teams and other virtual meeting system events as required
  • Oversee the pipeline for the production of any assets and supporting material as required
  • Book any external services for subtitling, video editing etc as required
  • Support the uploading of material to backend platforms such as Vimeo
  • Support the procuring team in organising the event, providing templates etc for information collection
  • Work with Design to produce a set of template digital assets that are user editable
Business owner for the CRM events module:
  • Produce and update CRM guidance
  • Run training sessions for the Events module
  • Assist teams if needed to set up events on CRM
  • Working with the CRM and other stakeholders team to continually improve the CRM and Events Portal and rectify any performance issues
  • Work with CRM and internal stakeholders to ensure best practice / standards are kept in the CRM
  • Work with CRM and Digital marketing teams in producing event invitations
  • Updating price lists / reports if required
  • Ensure the Events Portal is up to date
  • Create scopes of work for external stakeholders to further develop events module
  • Assisting with co-ordinating major AV projects aimed at supporting virtual and hybrid events and meetings.
Supporting eventsWhen required provide support for events when they are running. This includes:
  • Starting and monitoring Zoom meetings and webinars
  • Supporting larger events, especially providing base AV support
  • Supporting teams with the use of Slido and other virtual events Q&A systems and platforms
Documentation and procedures:Lead the development and ongoing support of documentation and procedures that both standardise and simplify (make more repeatable) the production of events at the RS. This includes:
  • Development of a set of standard operating procedures for events
  • Production and maintenance of how to guides for staff and teams who are procuring events
  • Work with key teams to develop systems that standardise the planning and management of events
Key Knowledge and Skills RequiredEssential:
  • Previous experience of event management
  • Strong organisational skills
  • Strong customer service skills
  • Strong communication skills both written and verbal
  • Dynamics 365 experience
  • Strong MS Office skills
Desirable:
  • Knowledge of Zoom and MS Teams
  • Knowledge of Slido
  • Previous project management experience
CompetenciesAt Band E you will hold a role as a manager, senior specialist or professional in your field. Pay Band E roles are described in the following dimensions:Decision-making – You organise and undertake a wide range of projects and specialist/professional tasks. You provide input to policy development and/or professional standards or approaches for others to use. You take decisions or make recommendations within broad policies and guidelines. Guidance is available for agreeing on priorities/resources and in reconciling cross- functional issues.Thinking challenges - Specialist issues require you to apply creative solutions to solve problems. You identify and implement new ways to of working to improve performance, policies or procedures, based on a combination of theory, your experience and applying your initiative and creativity.Communication – You maintain professional relationships on behalf of The Royal Society; and may be responsible for developing new professional relationships on behalf of the organisation, persuading or advising colleagues, external representatives or members in a wide range of circumstances. You may be required to represent Royal Society externally in networking activities or in third party relationships.Developing people – You have formal management responsibility for managing a team. You may also be a leading expert in your field of work, and whilst you may have no direct management responsibility, you will focus on delivering results through providing specialist advice, coaching, training, project managing and otherwise guiding and coordinating the work or contribution of others.Managing Resources – You may have delegated budget, income generation targets or provide input to budgetary or other resource planning.Applying knowledge & expertise - You possess managerial and professional expertise that enables you to manage an important area of work and look beyond the horizons of your own specialism.The competency levels for a pay Band E role are described below.Self-management· Identifies difficult situations· Recognises stress in others and takes steps to reduce it· Controls pressurised situations· Effectively enthuses those in the team· Proactively sets goals and targets for own workWorking with others· Actively seeks ideas and criticisms from within the team· Resolves conflicts within and between teams· Embeds feedback processes within the team· Seeks out new networks that will create opportunity for the Society· Able to present complex issues simply· Uses discretion, tact and empathy when negotiating with and/or seeking to influence others· Understands the need to manage expectations and to only promise what is deliverableResource management· Determines strategy and deployment of resources, balancing cost and benefit; risk and potential for maximum impact across significant business areas· Manages complex cross-cutting projects to time, budget and specification· Ensures others accept responsibility towards results or quality· Sets the quality standards for own business areas in accordance with strategy and contributes to the formulation of quality standards across the Society· Sets and monitors priorities· Identifies and manages risk effectivelyCritical thinking· Uses questioning, analytical and probing skills to ‘dig deeper’· Knows when enough information has been obtained and adapts presentation of information to the needs of the audience· Evaluates the benefits, practicalities and value for money of ideas and obtains feedback· Makes sound decisions in a complex or ambiguous environment and is able to gain support and manage challenges confidentlyAdaptability· Actively seeks the input and opinions of others, often outside his/her section and accommodates and incorporates this thinking into any output.· Actively seeks new challenges and projects; leads discussions surrounding new ideas, approaches and projects· Anticipates need for innovation and seeks new ideas, approaches and solutionsManaging people and relationships· Sets expectations of others and ensures they deliver· Demonstrates a positive attitude towards work, celebrating success and instilling confidence, which encourages the same from others· Encourages others to share ideas and participate in the discussion and decisions of the team· Assesses needs of clients/stakeholders/staff and makes plans to meet these needs

The Royal Society