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JOB OVERVIEW:
The Events Coordinator is responsible for assisting in the planning, organization, and execution of all events hosted by the company/client. This role involves a high level of organization, attention to detail, and the ability to work under pressure. The ideal candidate should have a passion for event management, excellent communication skills, and the ability to manage multiple tasks simultaneously.
KEY RESPONSIBILITIES:
-Event Planning and Management: Assist in the planning and execution of all corporate events, including conferences, seminars, workshops, trade shows, and company social events.
-Travel Arrangement: Research, make proposals, and coordinate all travel arrangements for attendees and speakers, including flights, accommodations, and local transportation, ensuring a seamless experience.
-Vendor Coordination: Negotiate with vendors (partners, suppliers, organizers, etc.) to obtain the best rates, booth location, payment arrangement, deals, and ensure high-quality service.
-Logistics Management: Coordinate all event logistics, including attendee registration, travel arrangements for guests/speakers, equipment rental, events materials, swags, merchandise, booth, equipment, supplies, and setup/teardown schedules.
-Budget Management: Help manage the event budget, keeping track of all expenses to ensure the event stays within financial limits.
-Promotional Activities: Work with the marketing team to promote events through various channels, including social media, email marketing, and advertising.
-Stakeholder Communication: Maintain clear and continuous communication with all stakeholders involved in the event, including internal teams, external partners, and attendees.
-Post-Event Analysis: Assist in evaluating the success of each event by gathering feedback, analyzing key metrics, and preparing post-event reports.
-Collaboration: Actively collaborate with team members, departments, and external partners to ensure a cohesive approach to event planning and to leverage diverse skills and perspectives for event success.
-Project Management Tool Utilization: Utilize project management tools to oversee all aspects of event planning and execution. Monitor timelines, assign tasks, track progress, and ensure effective communication among team members to facilitate seamless event coordination.
OTHER RESPONSIBILITIES:
-Procurement and Purchasing: Handle the procurement of materials and services necessary for event execution (and clients 'requirements), including negotiating contracts and managing supplier relationships to ensure timely delivery and quality of products and services.
-Other Tasks as Assigned: Perform other related duties or tasks as directed to support the organization/department.
QUALIFICATIONS:
-Bachelor’s degree in Event Management, Hospitality, Marketing, or related field.
-1-3 years of experience in event planning, coordination, or management.
-Strong organizational and project management skills, with the ability to manage multiple events simultaneously.
-Excellent communication and interpersonal skills.
-Proficiency in MS Office and event management software.
-Ability to work independently and as part of a team.
-Creative thinking and problem-solving skills.
-Willingness to work irregular hours as required.
WORK LOCATION/SETUP: On-site
