Job Description

Reporting to the Head of Administration, the Event Services Assistant/Senior Assistant Manager will be the primary point of contact for all events-related matters and has responsibility for the following such as:

1. Event Planning and Coordination
   Plan and execute events by liaising with stakeholders to define objectives, developing comprehensive proposals and schedules, securing venues, and managing logistics (e.g., AV, accessibility, registration, guest lists). Coordinate with vendors, ensure compliance with regulations, prepare contingency plans, and oversee on-site execution, including staff and volunteer management.
2. Budget and Resources Management
   Manage event budgets by preparing cost projections, tracking expenses, identifying savings, processing payments, and maintaining accurate financial records. Ensure resource efficiency, policy compliance, and provide regular financial reporting, including post-event reconciliation and reporting.
3. Vendor and Stakeholder Management
   Manage vendor relationships by sourcing, evaluating, and negotiating contracts, coordinating logistics, and maintaining a preferred vendor database. Act as the main liaison with faculty, partners, sponsors, and speakers to align event goals, handle communications, resolve issues, and gather post-event feedback for continuous improvement.
4. Post Event Evaluation and Reporting
   Conduct post-event evaluations by collecting feedback, analyzing KPIs, and leading debriefs. Prepare comprehensive reports, share outcomes with stakeholders, archive event materials, and follow up with key attendees to maintain engagement.

Qualifications

• Bachelor's degree, preferably in Event Management, Hospitality, Communications, Business Administration, or a related field
• Minimum of 3 years of relevant experience in event planning/executive, preferably in higher education or non-profit sectors
• Excellent communication and interpersonal skills for effective stakeholder engagement
• Strong organizational, communication, and budgeting skills
• Proficiency in event management
• Experience in managing vendors and logistic

Job requisition ID : 29409