VIP Engagement Assistant

Job description

About

VIP Engagement Assistant (x4)

Location: London

Contract Type: Fixed Term Contract (4

th January through to 10

th September 2027)

Reporting to: VIP Engagement Co-ordinator

There are four VIP Engagement Assistant positions available

Overseas travel may be required. In this case, travel costs, accommodation, and subsistence will be covered.

The Opportunity

An exciting opportunity has arisen to join the VIP Engagement team supporting the delivery of DSEI Germany 2027, DSEI Japan 2027, and DSEI UK 2027, Clarion Defence and Security’s globally renowned events.

We are recruiting four VIP Engagement Assistants to support the delivery of VIP engagement programme on all three of the DSEI portfolio events. Working as part of a dedicated team, successful candidates will help connect senior government and military stakeholders with exhibitors, ensuring VIP visitors receive a high-quality and productive event experience at all three DSEIs.

This role sits within our Programming function and will play a key role in coordinating VIP engagement activity, managing stakeholder communications, facilitating valuable introductions, and supporting the delivery of tailored visit programmes.

The position offers a unique opportunity to develop experience within the international events industry and defence sector whilst working with senior decision-makers from across government, military, and industry communities.

Key Responsibilities

• Support the operational delivery of VIP engagement activity for DSEI Japan 2027, DSEI Germany 2027, and DSEI UK 2027.
• Pro-active communication with VIP delegations and internal stakeholders, building and maintaining strong working relationships
• Use of our delegate management system to create tailored VIP visit programmes and meeting schedules.
• Match exhibitor capabilities and solutions with VIP areas of interest and operational requirements.
• Respond to stakeholder enquiries in a professional, timely, and client-focused manner.
• Maintain accurate records within the delegate management system.
• Monitor programme progress and provide updates to the wider team.
• Represent Clarion and the DSEI brand professionally at all times.
• Identify opportunities to improve efficiency, processes, and customer experience as part of continuous improvement process.
• Operate confidently during busy pre-event and onsite periods, managing competing priorities while maintaining high standards of accuracy and service.
• Escalate issues appropriately and contribute positively to a collaborative team environment.
• Ensure all stakeholder and customer data is handled in accordance with relevant data protection requirements.

The Candidate

The successful candidate will be highly organised, proactive, and comfortable working within a fast-paced environment. You will possess excellent interpersonal skills and enjoy building relationships with a wide range of stakeholders. You will be confident communicating with senior individuals, capable of managing multiple priorities, and committed to delivering exceptional customer experiences.

Experience within events, customer service, stakeholder engagement, coordination, hospitality, or administration would be advantageous, although candidates from other professional backgrounds with transferable skills are encouraged to apply.

Knowledge, Skills & Behaviours

Essential

• Excellent organisational and planning skills
• Exceptional attention to detail
• Strong written and verbal communication skills
• Professional and confident stakeholder engagement skills
• Ability to build rapport and establish trusted working relationships
• Strong customer service mindset
• Ability to manage multiple tasks and deadlines simultaneously with prioritisation
• Calm, composed, and reliable under pressure, able to adapt to changing circumstances
• Strong problem-solving abilities and a proactive approach to work
• Ability to work independently whilst contributing positively to a team environment
• Resilient, adaptable, and solution-focused
• A positive, enthusiastic and professional attitude
• Proficiency in Microsoft Office applications

Desirable

• Previous experience in event delivery, exhibitions, hospitality, customer engagement or stakeholder management
• Experience working with senior-level stakeholders
• Knowledge of the defence and security sector
• Understanding of military or government organisational structures
• Experience with database management systems

Working Rhythm & Peak Periods

This is a fast-paced, deadline-driven role. Most weeks follow a structured and organised cadence; however, the period immediately before and during event delivery is highly dynamic and requires flexibility, collaboration, and excellent prioritisation.

Successful candidates will be supported by clear processes, regular communication, and an experienced team environment. Occasional extended hours may be required during critical delivery periods and onsite event dates

What We're Looking For

You'll thrive in this role if you:

• Enjoy building relationships and helping people succeed
• Take pride in delivering high standards of work
• Remain calm and organised when priorities change
• Communicate clearly and professionally
• Approach challenges with a positive, solutions-focused mindset
• Enjoy working as part of a collaborative team
• Are excited by the opportunity to contribute to a world-leading international defence and security event

Remuneration & Benefits

Successful candidates will receive:

• £600 per week
• A performance-related bonus of up to £2,000, linked to pre-agreed KPI delivery
• Hands-on experience working on the world-renowned DSEI brand, including the launch edition of Germany’s new major defence and security event,
• The opportunity to build relationships across government and military communities
• A collaborative and supportive team environment in London