Purpose of post:

• To provide comprehensive organisational, administrative and programme support to the Managing Director, proactively managing their workload and maintaining robust administrative, data and budget systems.
• To lead the planning and delivery of high-profile events and visit programmes that strengthen the City of London Corporation’s engagement and representation in the US.
• To support strategic relationship management through effective stakeholder engagement, high quality communications and marketing activity, and the maintenance of accurate CRM and event pipeline data.
• To contribute policy insight by monitoring international trade developments and preparing briefings that enhance the Corporation’s global positioning.

Main responsibilities:

Administrative Support (30%):

• Provide comprehensive administrative support to the Managing Director, including diary management, meeting coordination, travel planning, itinerary preparation, and prioritising correspondence.
• Filter and manage incoming mail, ensuring appropriate sorting, redirection, and action.
• Prepare and draft correspondence on behalf of the Managing Director as required.
• Maintain effective electronic and paper filing systems and ensure robust administrative processes are in place.
• Support budget monitoring by processing invoices, expenses and coding financial transactions accurately.

Event Planning & Delivery (30%):

• Lead the planning, organisation, and delivery of events in the US involving senior City and US institutional figures.

• Coordinate visit programmes for senior City Corporation representatives (Lady Mayor/Policy Chairman), ensuring meetings with key US stakeholders are arranged effectively.

• Research and compile guest lists; identify and secure venues; oversee logistics, catering and operational arrangements.

• Manage event day execution, including setup, supplier coordination, and onsite problem solving.

• Develop and maintain the central events pipeline and ensure accurate database updates.

• Arrange and brief keynote speakers, senior officials, and media contacts.

Communications, Marketing & Stakeholder Engagement (30%):

• Liaise with colleagues and partner organisations to produce and distribute publications, invitations, and marketing materials.
• Draft and support the preparation of presentations, opinion pieces, thought leadership content, and other written communications.
• Contribute to event marketing including outreach lists, invitation drafting and stakeholder engagement.
• Collaborate with marketing, communications, and policy teams in the UK to ensure consistent messaging across digital and corporate channels.
• Ensure written materials meet high quality standards and reflect corporate communication objectives .
• Work collaboratively across teams to enhance relationship management and support strategic engagement work.
• Provide expert analysis on international trade policy and its impact on UK financial and professional services.
• Monitor global trade developments and assess implications for UK competitiveness.
• Prepare high level briefings for senior City Corporation stakeholders.
• Work with UK Government departments and trade bodies to support joined up promotion of UK FPS.
• Support inward visits from international policymakers, regulators, and business leaders.
• Provide policy insight to strengthen positioning of the UK FPS sector globally.

Policy Insight (10%):

• Provide expert analysis on international trade policy and its impact on UK financial and professional services.
• Monitor global trade developments and assess implications for UK competitiveness.
• Prepare high level briefings for senior City Corporation stakeholders.
• Work with UK Government departments and trade bodies to support joined up promotion of UK FPS.
• Support inward visits from international policymakers, regulators, and business leaders.
• Provide policy insight to strengthen positioning of the UK FPS sector globally.

Person Specification

Please find below the key skills and core behaviours required to undertake this post.

These will be used in the decision-making process. Each criterion will be assessed at application (A), interview (I) or test (T) as indicated below.

Skills / Professional Qualifications / Relevant Education & Training

• College Degree (A)

• Intermediate level of IT proficiency including MS Office packages particularly Word, Excel, PowerPoint, and Outlook. (A)

• Ability to manage and maintain CRM systems and digital event pipelines.

• Strong administrative capability with the ability to design, maintain and improve effective administrative systems and procedures. (A) & (I)

• Excellent organisational skills, able to manage multiple tasks, prioritise effectively and work to tight deadlines with minimal supervision (I)

• High level of accuracy and attention to detail, producing high quality work under pressure (I) & (T)

• Confident oral communication skills, able to liaise professionally with stakeholders at all levels internally and externally. (I)

• Excellent written communication skills with the ability to draft, edit and proof-read high-quality materials including invitations, briefings, presentations, and correspondence. (A) (I) (T)

• Ability to support the creation of marketing and communications content and ensure consistent messaging across platforms. (A) (I) (T)

• The confidence to liaise with speakers and senior officials from Government departments, other professional bodies, the media, and a diverse range of external contacts. (I)

• Significant experience planning and delivering events in a professional environment, including logistics, stakeholder engagement, and on‑site management (I)

• Experience preparing policy briefings, analysing global trends, and supporting informed positioning for senior stakeholder (I)

• Self-reliance, sound judgement, integrity and a proactive, solutions focused approach (I)

• A welcoming and professional manner when representing the organisation at events or in stakeholder interactions. (I)

• Flexibility and a positive attitude when managing changing priorities or time sensitive demands. (I) Financial awareness to support budget tracking and monitoring (I)

Experience Required

• Strong experience in an events role within a professional environment requiring excellent administrative and organisational skills. (A)
• Experience maintaining CRM systems and managing accurate stakeholder data. (A) (I)
• Ability to work effectively with senior internal and external stakeholders. (A) (I)
• Understanding of government issues, public affairs, or the interface between institutions, media, and the public. (A) (I) Experience preparing written communications, marketing materials, or public facing content in a sensitive or politically aware environment. (A) (I)

Other Relevant Information e.g. working hours or desirables (only if applicable)

• Some attendance at events outside of normal working hours is required.
• Due to the nature of the role (working with the UK) on occasions there may be a requirement to respond to emails/phone calls outside of standard US hours.
• Applicants need the right to work in the US.