Job Overview

We are seeking a proactive and organised Event Coordinator to support the planning, coordination, and execution of a wide range of school events and campus hospitality initiatives. The successful candidate will work closely with internal departments, service providers, and external stakeholders to deliver engaging events that enhance the overall experience of students, parents, staff, and visitors.

This role requires excellent organisational skills, attention to detail, strong communication abilities, and the capability to manage multiple projects simultaneously in a dynamic educational environment.

Key Responsibilities

Event Planning & Coordination

• Coordinate and manage a variety of school events, including:Parent engagement sessionsOpen houses and admissions eventsGraduation and awards ceremoniesStudent performances and exhibitionsSports tournaments and school festivalsStaff appreciation eventsBoard and leadership meetingsCommunity outreach programmes
• Work closely with internal departments to understand event objectives and operational requirements.
• Develop detailed event plans, including timelines, logistics, venue arrangements, staffing, catering, budgets, and resource allocation.
• Coordinate event setup, execution, and post-event activities to ensure smooth operations.
• Maintain and manage the annual school events calendar.

Stakeholder Engagement

• Act as the primary liaison between internal departments, parents, students, external vendors, and service providers for event-related matters.
• Build and maintain effective working relationships with stakeholders to support successful event delivery.
• Facilitate clear and timely communication throughout the planning and execution process.
• Gather feedback after events and recommend improvements for future initiatives.
• Support programmes that strengthen school culture and community engagement.

Catering & Hospitality Coordination

• Coordinate catering and hospitality services for school events and functions.
• Liaise with catering teams and service providers to ensure quality service delivery.
• Coordinate dietary requirements, food allergies, and special meal requests in accordance with school policies.
• Support hospitality initiatives that promote an inclusive and welcoming environment.
• Assist in themed events and sustainability initiatives where applicable.

Administration & Budget Management

• Prepare event quotations, service requests, purchase documentation, and invoices.
• Maintain accurate records of event bookings, contracts, budgets, and correspondence.
• Monitor event expenditure against approved budgets.
• Coordinate procurement of event-related supplies and services.
• Prepare regular reports on event activities and operational outcomes.

Compliance & Quality Assurance

• Ensure events comply with organisational policies, workplace safety requirements, food safety standards, and relevant regulations.
• Support risk assessments and contingency planning for events.
• Monitor vendor performance to ensure service quality and contractual compliance.
• Promote environmentally sustainable event practices where appropriate.
• Maintain documentation required for operational reviews and audits.

Operational Support

• Provide operational support during peak activity periods across campus.
• Participate in special projects and organisational initiatives assigned by management.
• Collaborate with cross-functional teams to enhance the experience of students, parents, staff, and visitors.

Requirements

• Diploma in Event Management, Hospitality Management, Business Administration, Tourism, or a related discipline.
• Minimum 2–3 years of relevant experience in event coordination, hospitality operations, community engagement, or administrative support.
• Experience in an educational institution, international school, university, hospitality, or customer-facing environment will be an advantage.
• Good understanding of event planning processes and hospitality operations.
• Knowledge of food safety, hygiene, and dietary requirement coordination.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Ability to prepare reports, maintain documentation, and manage event budgets.
• Strong organisational and time management skills with the ability to manage multiple priorities.
• Good interpersonal and communication skills with the ability to collaborate effectively with stakeholders at all levels.
• Able to work independently as well as within a team environment.
• Willingness to work flexible hours, including occasional evenings or weekends, when required to support events.

Preferred Competencies

• Event planning and coordination
• Project and time management
• Stakeholder engagement
• Customer service orientation
• Budget administration
• Vendor coordination
• Problem-solving and decision-making
• Attention to detail
• Communication and interpersonal skills
• Team collaboration

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Contact Person : Lavaniea
EA License No.16C8004 | Registration: R24157849