European Events Administrator

About the Information Security Forum

The Information Security Forum (ISF) is a UK based, independent, not-for-profit organisation supported by a Membership comprising of many of the world's leading organisations featured on the Fortune 500 and Forbes 2000 lists. We provide expert guidance to overcome the wide range of cyber, information security and risk management challenges which impact business around the world.

The ISF is guided by Members and governed by an elected Advisory Board following a shared constitution for collective benefit. Members benefit from peer community, practical solutions and actionable advice, research, and tools to achieve better cyber security for their organisation.

About the role

We are seeking an Events Administrator to join our Events Team. Based in our Athens office in the Moschato area, this role reports to the UK-based Events Director and offers an excellent opportunity to develop a career in events and finance administration within a global organisation. The position provides exposure to large-scale international events, as well as opportunities to take on broader responsibilities over time.

The European Events Administrator is responsible for providing comprehensive administrative and operational support for the planning, coordination and delivery of events across Europe. The role focuses on managing event-related contracts, processing invoices, coordinating supplier payments, maintaining financial records, and ensuring compliance with company procurement and finance policies. In addition, the position supports venue and supplier sourcing, event platform and website administration, attendee communications, and the maintenance of event documentation and processes.

Working closely with Event Managers, Finance, Procurement and Legal teams, as well as external suppliers, venues and service providers, the European Events Administrator plays a key role in ensuring the efficient administration and successful delivery of events. The role includes supporting onsite event operations at the ISF Annual World Congress and regional events across Europe, helping to deliver a seamless, professional and high-quality delegate experience while ensuring accuracy, compliance and value for money across all event activities.

Key responsibilities

• Contract Administration: Prepare, review, and process event-related contracts, agreements, and purchase orders; coordinate approvals; maintain supplier records; track contract status and compliance.
• Invoice Management: Receive, verify, and process supplier invoices; match invoices to contracts and budgets; resolve discrepancies; maintain records.
• Payment Coordination: Liaise with Finance to ensure timely supplier payments; track deposits and settlements; reconcile event expenses; support reporting and forecasting.
• Event Administration Support: Maintain trackers and databases; support vendor onboarding; manage compliance documentation; provide administrative support to Event Managers, including proofreading materials, conducting process checks, and ensuring consistency across event documentation.
• Reporting & Compliance: Generate reports on contracts, invoices, payments and budgets; support audits; ensure adherence to financial controls.
• Venue & Supplier Coordination: Support the sourcing and booking of venues and suppliers; research entertainment, restaurants, transport and other event services; obtain quotations; assess value for money; ensure alignment with event budgets and requirements.
• Website & Event Platform Management: Create, update and maintain event pages on the ISF website and ISF Live platform; manage agenda updates; upload presentations and event materials; maintain attendee information and FAQs.
• Onsite Event Support: Provide onsite administrative and operational support at the ISF Annual World Congress and other events where necessary to ensure a seamless delegate experience.

About you

You are highly organised and process-driven, with the ability to work autonomously while effectively multitasking and prioritising in a fast-paced environment. You are resilient, positive, and proactive, with a strong problem-solving mindset and the ability to think strategically.

You are a proactive, energetic, and collaborative team player with strong interpersonal skills and the ability to remain professional at all times.

Essential requirements and skills

• 1–2 years’ experience in an events coordination role
• Fluent written and spoken English
• Excellent organisational skills
• Strong verbal and written communication skills
• Financial accuracy
• Meticulous attention to detail with a commitment to accuracy
• Team collaboration
• Problem solving
• Commitment to information security, in line with ISF policy and awareness programmes

Desirable requirements and skills

• Competence in Microsoft Office Suite (Excel, PowerPoint, Word)
• Familiarity with event management or CRM systems
• Experience supporting in-person, virtual, or hybrid events
• Basic data reporting or survey analysis experience
• Interest in the events or professional services sector

What we offer

• Competitive salary and discretionary annual bonus.
• 26 days holiday.
• Be part of an international organisation headquartered in the City of London, offering global exposure and networking opportunities.
• Benefit from a hybrid working model, combining remote work with in-office collaboration to support flexibility and productivity.
• Gain access to learning and development opportunities to enhance your skills and advance within the Cyber Security industry.
• Attend the ISF World Congress (every year in Autumn).

Due to the high volume of applicants, we regret that we cannot respond to all unsuccessful candidates. If you are selected for the first stage screening interview, we will aim to contact you within 3 weeks of your application.