TheEvents Officersupports the planning, coordination, and execution of assigned events across the organization.This role contributes to the successful delivery of events by assisting in event operations, logistics coordination, financial monitoring, and other event-related functions as needed.
The Events Officer works closely with the Events & Production Director and cross-functional teams to translate plans into clear and effective operational execution. While the role frequently supports operations, logistics, and financial tracking, responsibilities may vary depending on event requirements, project scope, and team assignments.
Key Responsibilities
1. Event Planning & Coordination
- Assist in the planning and coordination of assigned events from preparation to post-event wrap-up.
- Prepare operational timelines, checklists, and run-of-show documents.
- Coordinate event requirements with relevant departments and stakeholders.
- Support the organization and implementation of event plans to ensure smooth execution.
2. Event Operations & Logistics
- Support event setup, live operations, and breakdown.
- Coordinate venue requirements, layout setup, ingress/egress flow, and technical needs.
- Arrange transportation, accommodations (if needed), and supplier deliveries.
- Conduct venue inspections and pre-event walkthroughs.
- Monitor on-site logistics to maintain smooth and organized event operations.
- Ensure materials, equipment, and manpower are ready prior to event start.
3. Budget Monitoring & Financial Support
- Assist in preparing event budgets based on approved allocations.
- Track expenses and income related to events.
- Monitor supplier quotations to ensure cost alignment with approved budgets.
- Handle liquidation, documentation, and reimbursement processing.
- Prepare basic financial summaries for review by the Director.
4. Vendor & Supplier Coordination
- Source and compare vendor quotations when needed.
- Coordinate vendor schedules, deliverables, and requirements.
- Ensure vendors deliver services according to agreed scope.
- Maintain proper documentation of vendor contracts, quotations, and receipts.
5. Venue & Technical Preparation
- Assist in venue scouting and evaluation based on event requirements.
- Coordinate with venue representatives regarding facilities and technical needs.
- Ensure venue readiness prior to event day.
6. Inventory & Asset Management
- Track event supplies, materials, and equipment usage.
- Maintain updated inventory records.
- Ensure proper storage, maintenance, and return of event assets after each event.
7. Stakeholder Coordination
- Coordinate with internal teams (Marketing, Academic Services, Operations, etc.) regarding event requirements.
- Assist in communicating logistical updates and reminders to stakeholders.
- Support coordination with partners, sponsors, or collaborators when needed.
8. Post-Event Reporting & Evaluation
- Assist in collecting feedback from participants and stakeholders.
- Support preparation of post-event operational and financial reports.
- Document observations and recommendations to improve future events.
9. Additional Responsibilities
- Support other event-related tasks, special projects, or operational requirements as assigned by the Events & Production Director.
- Responsibilities may vary depending on the event, project scope, or team needs.
Qualifications
- Bachelors degree
- Strong organizational and multitasking skills.
- Strong operational and logistics knowledge related to event coordination and execution.
- Detail-oriented with the ability to manage multiple priorities.
- Basic financial tracking and documentation skills.
- Good communication and coordination skills.
- Willingness to work flexible hours during event periods when required.
Core Competencies
- Event coordination and operational support
- Strong operational and logistics knowledge in event execution
- Organizational and planning skills
- Attention to detail
- Financial responsibility and documentation
- Team collaboration
- Problem-solving during live events
