Events and Hospitality Officer

Main Purpose of Job: The Events and Hospitality Team at the British Embassy Tokyo delivers a diverse programme of events that advance the UK’s strategic objectives in Japan. As an Events and Hospitality Officer, you will support colleagues across the Japan Network to design, plan and deliver events that are impactful, well-run and cost-effective. You will provide guidance and practical input to event leads and, for selected high-profile events including the annual King’s Birthday Party, take ownership of key elements of event logistics. What the Jobholder will be Expected to Achieve: Events delivery and logistics (50%) ・Support event lead officers across different departments through event design, planning and delivery. Act as their main point of contact, representing the Events and Hospitality Team, and coordinate logistics across the chef and steward teams. ・Create cost estimates and monitor event budgets. ・Provide AV/IT support. ・Produce event materials such as menu cards. ・Lead logistics for selected events (e.g. Income Generation, King’s Birthday Party, events attached to VVIP visits). ・Procure event-related goods and services, in line with UK Government policies and procedures. ・Deputise for the Events and Hospitality Manager when required. Building capability and supporting people (25%) ・Develop capability in agreed focus areas within event and hospitality work (e.g. Income Generation, CRM usage, major event planning, venue administration). ・Deliver training and engagement sessions to strengthen event capability across the Japan Network. ・Troubleshoot issues and provide practical advice/input to help departmental event leads resolve problems effectively. ・Maintain a curated list of external venues and produce usage guidance. ・Contribute to a respectful, collaborative and resilient environment in the Events and Hospitality Team. ・This role may include line management of stewards. Improving systems and processes (20%) ・Maintain standard event formats, invitation templates and other user-friendly guidance materials, including for Income Generation. ・Collaborate with Private Office, Security, Estates and Finance to ensure compliant and efficient event flows. ・Collate event data to inform resource allocation and planning. Corporate contributions and crisis preparedness (5%) ・Take on corporate tasks and roles that contribute to Japan Network objectives, proactively working with members of other teams. ・Contribute to the Embassy’s crisis preparedness and response. Resources Managed: ・This role may include line management of up to three stewards ・Support the team lead in managing event finance and procurement processes Job Requirements: Essential qualifications, skills and experience ・Experience in planning and organising events ・Project management skills (coordinating tasks, timelines and stakeholders) ・At least 2 years’ experience carrying out administrative tasks ・Strong interpersonal skills, with the ability to work well in a team and quickly build relationships with stakeholders ・Ability to communicate confidently in English and Japanese ・A customer-focused approach, with the ability to understand user needs and deliver a high standard of service in a fast-paced environment ・Proficiency in Microsoft Office applications (e.g. Excel, PowerPoint, Word, Outlook) ・Ability to learn and use new systems and tools quickly (e.g. CRM systems, audio-visual equipment) ・Strong problem-solving skills, with the ability to troubleshoot issues and adapt quickly in a live event environment ・Discretion when working with VIPs and sensitive information Language Requirement: This role requires written and spoken proficiency in both English and Japanese. Fluency (minimum of C2 level for CEFR framework) in one language and business level (B2) in the other.