ISTA Event Coordinator

Job Description: ISTA Event Coordinator

‍

• Organisation: ISTA Global Arts Learning Ltd.
• Reports to: Senior ISTA Event Manager
• Location: Remote (UK or international, with some travel required)
• Contract: Full-time, 6-month fixed-term (with strong intention to become permanent, subject to budget and performance)
• Salary: £22,000–£26,000 per annum (dependent on experience)
• Start date: January / February 2026

‍

Purpose of the Role

The Event Coordinator plays a key role in delivering ISTA’s global programme of student arts festivals, theatre and film workshops, and professional learning events for educators. Working closely with the Senior Event Manager and the wider Event Management Team, the postholder ensures that all administrative, logistical, and operational elements are delivered smoothly, accurately, and to a high standard.

This role underpins the creative and pedagogical work that happens in ISTA events — ensuring artists, teachers, and young people can fully engage in meaningful, high-quality arts experiences across the world. 

‍

Key Responsibilities

Event Coordination & Logistics

• Provide administrative and logistical support for ISTA’s suite of student festivals, TAPS, FRAME, IB workshops, and professional development events.
• Coordinate travel, accommodation, catering, schedules, and transport for artists, staff, and participants.
• Liaise with host schools and venues to gather accurate information and ensure smooth planning.
• Create, update, and distribute event documentation (information packs, handbooks, e-programmes, schedules, and event guides).
• Support on-site preparation and remote event oversight as required.
  
  

Systems & Data Management

• Use ISTA’s STAGE Manager system to input, track, and maintain accurate event data.
• Manage participant lists, dietary and accessibility requirements, accommodation allocations, and logistical data.
• Ensure consistency and accuracy of event information across digital systems, webpages, and internal documents.
• Support workflow development and contribute to continuous improvements in event processes.

‍

Team & Communication Support

• Work collaboratively with the Senior Event Manager and Event Managers to distribute tasks and meet key deadlines.
• Act as a first point of contact for participating schools regarding logistical enquiries.
• Coordinate internal communication with Operations, Finance, and Communications teams as required.
• Support artist communication, schedules, and briefing materials where needed.
  
  

Quality, Safeguarding & Compliance

• Support implementation of safeguarding, risk assessment, and health & safety processes across events.
• Ensure safeguarding and inclusion requirements are reflected in all logistical planning.
• Assist with post-event evaluations, contributing feedback to strengthen future delivery.

‍

This job description outlines the main responsibilities of the role but is not an exhaustive list. Duties may evolve over time, and you may be asked to undertake other tasks that are appropriate to the level and salary of the post.

‍

‍

Person Specification

Essential

• Excellent organisational and administrative skills with strong attention to detail.
• Clear, confident written and verbal communication skills suited to a wide range of stakeholders.
• Ability to manage multiple tasks and deadlines in a fast-moving environment.
• A positive, proactive and solutions-focused approach to work.
• Confidence using digital tools and systems, with willingness to learn ISTA’s platforms (training provided).
• Ability to work independently while contributing to a collaborative team culture.
• Commitment to ISTA’s values of creativity, inclusion, collaboration, global citizenship, and high-quality arts and pedagogy.
• Genuine interest in theatre, film, or arts education and the role these disciplines play in young people’s learning.

‍

Desirable

• Experience working in arts, theatre, film, or creative education environments.
• Understanding of pedagogical contexts or working alongside educators, artists, or young people.
• Experience with event delivery, arts projects, school programmes, or international coordination.
• Awareness of safeguarding, risk management, or pastoral care within educational or creative settings.

‍

‍

What We Offer

• The opportunity to contribute to meaningful, globally impactful arts and education experiences across theatre, film, and creative learning.
• Training in event systems, safeguarding, international logistics, and the unique pedagogy that underpins ISTA’s work.
• A collaborative, supportive working culture built on trust, creativity, and shared purpose.
• Opportunities for growth, development, and progression within ISTA’s evolving global team.
• Potential for occasional international travel to support events, depending on interest, aptitude, and organisational need (not required but possible).
  
  

How to Apply

Applications for this role will be managed through Indeed.com. When submitting your application, please upload both of the following:

‍

• Your CV
• A short statement (maximum 500 words) outlining your relevant experience and why you are interested in this role. Please note: Applications submitted without a statement will not be considered.

‍

Shortlisted candidates will be invited to interview in late December and early January.

‍