Events Administrator Job at Inspired Villages

Job Description

Event Administrator – Supporting Engaging Village Experiences. We’re looking for a highly organised and enthusiastic Event Administrator to join us, supporting the planning and delivery of vibrant events across the villages. We’re driven by a clear purpose: to build real communities that enhance the lives of our residents every single day. If you’re seeking a role where organisation meets creativity and community spirit, there’s a place for you at Inspired Villages. As Event Administrator, you’ll play a key role in coordinating activities, managing bookings, liaising with suppliers, and ensuring every event runs smoothly from planning through to delivery. You’ll support the wider team in creating engaging experiences that bring residents together, strengthen community connections, and contribute to the unique lifestyle that defines Inspired Villages. At Inspired Villages, we create vibrant retirement communities where people can live independently, stay connected, and enjoy life to the fullest. Join us and help shape experiences that truly make a difference.

Job Responsibility

Developing and managing an annual programme of centrally supported promotional events (approximately six per year), delivered consistently across all villages
Creating and maintaining standardised event toolkits, including templates, planning guides, checklists, and materials to enable seamless local execution
Acting as the central coordinator and “remote event producer,” with villages responsible for on-site set-up and hosting
Sourcing, negotiating, and managing suppliers across the estate to achieve economies of scale for equipment, décor, entertainment, catering, and related services
Coordinating all event logistics, including deliveries, equipment hire, venue requirements, catering, entertainment, and Health & Safety compliance
Ensuring materials and supplies are delivered accurately and on time to each village
Overseeing supplier performance, contracts, service standards, and cost control
Working closely with Village Management, Sales, Community & Wellbeing, F&B, and other teams to tailor events to local needs while maintaining brand consistency
Partnering with Marketing to support event promotion while retaining ownership of event planning and delivery
Providing on-site support at key events where required, offering hands-on assistance and troubleshooting
Empowering village teams through clear guidance, resources, and best-practice support
Gathering and analysing feedback from residents, prospects, and village teams to drive continuous improvement
Reviewing sales outcomes (e.g. enquiries and reservations) to measure event impact and ROI
Managing event budgets, raising purchase orders, tracking spend, and reporting on performance
Ensuring full compliance with company policies, safeguarding, and Health & Safety standards
Delivering high-quality, consistent event experiences for residents, families, and stakeholders
Upholding Inspired Villages’ values, brand standards, and communication principles
Contributing to a positive, inclusive, and collaborative culture across the organisation

Requirements

Proven experience planning and delivering events, ideally within a hospitality or community-focused environment
Hands-on experience managing end-to-end event logistics, including venue coordination, catering, entertainment, and equipment hire
Experience creating and implementing standardised event toolkits or operational guides that enable local teams to deliver events confidently and consistently
Strong supplier management experience, including negotiating costs and maintaining high service quality across multiple events
Demonstrated experience providing on-site event support, proactively troubleshooting issues and ensuring smooth execution
Experience gathering and analysing event feedback and performance data to drive continuous improvement
Familiarity with budget management and reporting, including tracking expenditure and evaluating return on investment
Experience collaborating with marketing teams to support event promotion and promotional materials
Awareness and understanding of the needs and preferences of retirement-age customers

What we offer

33 days annual leave (inclusive of bank holidays, pro-rated to your contracted working hours)
Holiday buying scheme, allowing you to purchase up to one additional week of leave
Big birthdays off (those ending in a 0)
Bupa Health Cash Plan, including access to an employee assistance programme
Life Assurance at four times your annual salary
5% matched pension scheme
Access to SMART tech for everyday convenience
Retail discounts across a wide range of outlets
Wellbeing hub and resources, including discounts on wellbeing initiatives
Cycle to work scheme
Electric car scheme
The opportunity to work within a unique village environment designed to support community, wellbeing, and exceptional service
Health care plan
Enhanced annual leave entitlement of 33 days per year (inclusive of bank holidays)
Giving something back – 3 additional days leave for charity or voluntary work per year
5% matched pension scheme
Retail discounts on a variety of outlets
Ongoing learning and development opportunities
Working in an incredible workspace, with a gym, social areas, and parking

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