Office Coordinator
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The Office Coordinator oversees the smooth day-to-day operation of the EPC office and coordinates the planning and execution of internal and external events. The role combines office management, administrative support, and event coordination to ensure a well-organised workplace and successful meetings, workshops, and conferences. The Office Coordinator is a key point of contact for staff, visitors, and external partners, ensuring efficient workflows and a high-quality experience for everyone who interacts with the EPC.
Key Responsibilities
Office Management & Administration
Manage day-to-day office operations, including phone and email communications, mail handling, and office equipment maintenance.
Maintain and update filing systems, databases, membership lists, and internal directories.
Order, distribute, and monitor office supplies and equipment.
Keep EPC calendars up to date.
Prepare and maintain internal documents, templates, and resources for staff.
Quickly troubleshoot and resolve operational issues (IT, facilities, logistics, etc.) to ensure a smooth and efficient office environment.
Event Planning & Organisation
Organise and coordinate in-house and offsite meetings, workshops, formal dinners, and other events (average of 8 meetings per month).
Arrange venues, catering, logistics, and meeting setups, including badges, nameplates, and materials.
Manage invitations, attendance tracking, and reminders for EPC working groups and General Assembly meetings, in liaison with the Communications Manager.
Support registration and participation processes on platforms such as SPREDS.
Maintain high-quality records of meeting minutes, agendas, and follow-ups.
Collaborate with internal teams to ensure events align with EPC standards and objectives.
Executive Support
Coordinate travel arrangements, including flights, accommodation, and itineraries.
Prepare and submit expense reports, reimbursements, and related documentation.
Manage the Director General's calendar, scheduling, and travel arrangements.
Prioritise appointments, meetings, and commitments to maximise executive effectiveness.
Prepare agendas, briefing materials, presentations, and meeting documentation.
Screen and prioritise incoming communications and ensure timely follow-up.
Communication & stakeholders Interaction
Serve as the first point of contact for visitors, members, and external partners.
Coordinate with internal teams to ensure alignment and smooth information flow.
Respond efficiently to requests, inquiries, or issues from staff and external stakeholders.
Why Join Us
A role with real variety: from organising high-level events and meetings to solving day-to-day challenges,
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