About the job

• Department: Events & Operations
• Reports To: Senior Management
• Employment Type: Contract Basis.

Job Summary:

We are seeking a highly organized and energetic Event Coordinator to join our dynamic team. The ideal candidate will be responsible for planning, coordinating, and executing events from concept to completion. This individual will report directly to higher management, lead the on-ground team, handle sponsor communications, and develop operational strategies to ensure successful and memorable experiences for all stakeholders.

Key Responsibilities:

Strategic & Operational Planning

• Develop comprehensive event operation strategies tailored to each event.
• Create detailed event proposals, presentations, and pitches for clients, sponsors, and stakeholders.
• Coordinate with higher management on event objectives, timelines, and budgets.
• Collaborate with creative, technical, and marketing teams to bring event concepts to life.

Sponsorship & Client Relations

• Follow up with existing and potential sponsors, building and maintaining long-term relationships.
• Negotiate sponsorship deals and ensure deliverables are met as per agreement.
• Coordinate with clients to align on expectations, branding guidelines, and service delivery.

Team Leadership & Execution

• Lead the on-ground team during event setup, execution, and breakdown.
• Assign responsibilities and manage team members including volunteers, vendors, and contractors.
• Conduct pre-event briefings and post-event evaluations with the team.

Vendor & Logistics Coordination

• Source, evaluate, and manage relationships with vendors including venues, decorators, caterers, technical crews, etc.
• Ensure timely procurement of materials, permits, and services.
• Manage event logistics such as transportation, security, and guest services.

Budgeting & Reporting

• Assist in creating and managing event budgets.
• Monitor expenditures to ensure events remain within budget.
• Prepare post-event reports and ROI analysis for stakeholders.

Marketing & Promotion Support

• Coordinate with the marketing team to promote events through social media, press releases, and traditional advertising.
• Assist in designing promotional materials and ensuring brand consistency.

Compliance & Risk Management

• Ensure all events meet legal, safety, and regulatory requirements.
• Conduct risk assessments and develop contingency plans.

Required Skills & Qualifications:

• Bachelor’s degree in Event Management, Business, Marketing, or related field.
• Minimum 2-3 years of experience in event coordination or management.
• Excellent communication and negotiation skills.
• Strong organizational and multitasking abilities.
• Leadership experience with the ability to manage diverse teams.
• Proficiency in MS Office, project management tools, and event management software.
• Ability to work flexible hours, including evenings, weekends, and travel as needed.

Preferred Qualities:

• Creative thinker with a problem-solving mindset.
• Resilient under pressure with strong time management.
• Passionate about creating exceptional event experiences.