View Vacancy - Events Manager and Private Office Support Officer (POL25.331)

Who are we?

Poland is an important partner for the UK. The British Embassy Warsaw works to develop relations between all parts of Poland and all parts of the UK. Our work covers the breadth of the bilateral relationship, including political, commercial, security and economic issues of interest to both the UK and Poland, which we deliver under the framework of a Country Strategy setting out key objectives. Roles and responsibilities might evolve, in line with the Country Strategy. 

We are now looking to recruit an Events Manager and Private Office Support Officer.

Main purpose of the job:

The successful candidate will play a key role in a small and supportive team at the very heart of the Embassy. The job holder will be working closely with the Senior Management and the Residence and Events Manager and their team, which gives a unique overview of the day-to-day work of a large and multifaceted Embassy, as well as the functions of an Ambassador’s Residence. Key tasks will include planning, coordination, and delivery of events, taking ownership of specific events and administrative processes, ensuring smooth execution and continuity of service, including during the manager’s absence. You will also spend time in the Private Office, assisting with a variety of tasks and responsibilities, or providing cover as needed. 

The ideal candidate should be able to work in a challenging, often fast-moving Private Office. No two days are ever the same, and you could undertake tasks that will range from the ordinary to the extraordinary, liaise with people from all walks of life. You will be resilient, collaborative and flexible, be able to handle changes under time pressure, and are skilled at turning your hand to any unusual and wonderful challenge that comes your way. Role working hours may fall outside of normal office hours in order to support events. Hours will be flexible to accommodate this work requirement.

Roles and responsibilities:

Event planning and delivery (50%):

• Assist in the planning and execution of key Embassy events (i.e. Kings Birthday Party, Christmas Carols, Remembrance Day).
• Lead on smaller-scale events independently, from concept to delivery (lunches, dinners, garden events, catered gatherings, and evening receptions).
• Coordinate logistics with internal teams and external suppliers (catering, and managing of caterers/ flowers, equipment).
• Support the Residence and Events Manager in managing timelines, budgets, and event documentation.
• Oversee catering staff during events.  Opening and/or closing of Embassy on some event days.
• Manage guest lists, invitations, RSVPs, and seating plans, and prepare event materials such as menus, name cards for events led by a member of the Senior Leadership Team.

Administrative and operational support (50%):

• Provide cover for personal/executive assistants in the Private Office team.
• Maintain the Embassy’s master event calendar and ensure coordination across teams.
• Track event-related spend and income, supporting budget monitoring and reporting.
• Ensure compliance with Embassy policies, including on procurement, health and safety, and security.
• Develop and maintain relationships with key contacts in hospitality sector.
• Build strong working relationships with key stakeholders to support independent working when required.
• Provide support to the Private Office, particularly during periods of intense activity, ie VIP visits.

Essential on arrival:

• Full professional proficiency in Polish and English, including excellent writing skills at a minimum of C1 level according to CEFR*.
• At least 2 years' experience in events management and budget management.
• At least 2 years' experience as administrative officer or similar role.
• Good time management skills and ability to deal effectively with multiple tasks.
• Proven organisational and administrative skills.
• Strong interpersonal and effective communication skills through telephone, correspondence, and face-to-face contact.
• Confidence in dealing with senior contacts and colleagues with a strong customer focus.
• Ability to work independently and as part of a team.
• Flexibility and ability to work under pressure.
• Proven IT competence with Microsoft Office package, database management, and other standard office technology.