Main Purpose of Job:

Ensure the smooth delivery of impactful events and visits to Osaka that enable the Japan Network to deliver on UK Government priorities in a way that is efficient, collaborative and provides good value for money, as well as strengthening Network consistency and capacity in events and visits planning. A particular focus of this role will be supporting efforts to deliver successful visits and events which maximise the impact of Expo 2025 for the UK.

What the Jobholder will be Expected to Achieve:

This is an exciting opportunity to take on a central role in the busy Japan Network (which includes the British Embassy in Tokyo and the Consulate General in Osaka).  Delivering smooth visits by VIPs, ministers and senior officials and impactful events is a core part of our work and crucial in enabling the Network to deliver on UK Government priorities.

The UK-Japan relationship is the strongest it has been in decades. Prime Minister Starmer has reaffirmed the UK’s commitment to the Hiroshima Accord that further enhances our Global Strategic Partnership. As such we are a busy Network and have a wide variety of high-level visitors and dynamic events. In 2023 we saw over 20 ministerial visits, including the Prime Minister and two visits by the Foreign Secretary, amongst others, for the Japanese-hosted G7. We expect even more for the Osaka-hosted Expo in 2025 – a key deliverable for this role will be to deliver the logistics and arrangements for the Osaka leg of those visits, as well as the logistics associated with the UK’s National Day during Expo 2025. We are planning for the National Day to be attended by high-profile visitors from the UK (as well as Japan), and this will require support and direction from the Visits and Events team to deliver a successful event. There will be an extensive programme of other events focused around Expo, and you will work closely with the UK Pavilion team and others in the Japan network on delivery of these. The Consulate General also hosts a variety of dynamic events, from annual King’s Birthday Parties to one-offs like an industry reception. We would expect you to support the planning and logistics of all events hosted in Osaka. 

The successful candidate will be based at the British Consulate General in Osaka in line with the focus on Expo within the role but will work with all sections within the Network and the Tokyo-based part of the wider Visits and Events team, as well as a wide range of external contacts. This is a new role so you will have an opportunity to help shape how it works to ensure effective delivery. The successful candidate will be managed by the Deputy Head of Events and Visits also based in Osaka and will work closely with our new Expo Officer based in Osaka (C4 UKB), our DBT Expo lead (AO CBS), and our Osaka based Expo Comms Officer (AO). They will be expected to visit the British Embassy in Tokyo on occasion for catch ups with the Tokyo Visits team and Japan Network’s head of Visits and Events.  

In the role, you will be expected to:

• Support the planning and delivery of impactful, cost-effective events and (logistical elements of) smooth visits that deliver against UK objectives. You will work with colleagues across the Network to ensure they are delivering on UKG policy priorities.
• For visits, this means ensuring smooth visits by overseeing and delivering all logistical elements, including arrival/departure (including visa application), transport, security (where necessary), budget administration and accommodation. This involves advance planning for those visits with long lead-in times, but also delivering quickly for last-minute visits.
• For events, this will include leading on all of the logistics elements that underpin a successful event, from budget tracking to catering and venue hire. You will also evaluate each event, drawing on feedback from guests and other organisers, to inform assessments on whether the event achieved its objectives and to help identify any lessons learned.
• Work closely with colleagues throughout the Network, particularly visit policy leads, the transport team, Corporate Services Team and Private Office(s), to share information in support of smooth logistical planning. Contribute to the work of the V&E team to strengthen visits and events organisation capability across the Network, including providing feedback on central visits and events guidance and promoting best practice among staff in Osaka.  Build productive relationships with key external contacts in Japan (including the Expo organisers) and in London (including DBT Expo teams).
• Actively contribute to the Embassy’s corporate work, including taking responsibility for a specific role as part of the Embassy’s crisis response team.

The successful candidate will be an organised self-starter, calm under pressure, and team player with flexibility, strong communications skills and enthusiasm for the international working environment of the Network.

They will also need to be prepared to work long hours and potentially at weekends close to some events, receiving time off in lieu of extra hours worked. 

Resources Managed (Staff and Expenditure): N/A – although the successful candidate will have oversight of relevant spend for individual events

• Professional event organisation experience
• Experience of project management or logistical planning
• Strong IT skills, including experience with Microsoft Excel (and desirable: with Access database)

Language Requirements:

• Japanese and English
• Level of language required: Fluency in English and Japanese