Event Management Coordinator

Job description

The Events and Engagement Officer is responsible for planning, coordinating, and executing high-profile academic/nonacademic and institutional events. The role ensures exceptional attendee experience, seamless logistics, effective communication, and strong stakeholder engagement. This position works closely with leadership, Director Operations, external partners, and service providers to deliver events that align with the institution’s strategic objectives and reputation for excellence. Scope of Work · Coordinate the end-to-end planning and execution of academic conferences, workshops, symposiums, and visits. · Develop detailed event timelines, floor plans, and run-of-show documents. · Manage on-site operations including registration, venue setup, AV coordination, catering, and other requirements. · Ensure compliance with campus policies, safety standards, and protocol guidelines for high-profile attendees. · Coordinate cross-functional input and approvals required for high-impact events. · Plan, coordinate, and execute end-to-end logistics for on-campus and off-campus events (campus-wide or external), including travel arrangements, accommodation, transportation, airport assistance, visas (if required), room bookings and setup, catering, formal meetings, cultural or social activities, and related services. · Manage event-related procurement and financial processes, including raising purchase requisitions (PR), processing purchase orders (PO), completing service entry sheets (SES), handling invoice processing, supporting vendor onboarding and registration, tracking event budgets, and conducting post-event financial reconciliation. · Serve as a liaison between internal departments and external vendors/service providers (e.g., catering, transport, event agencies) to coordinate event requirements and ensure successful execution.

Requirements

• Bachelor’s degree in Event Management, Communications, or a related field.
• At least two (2) years of experience in event planning, logistics coordination, or a similar role, preferably in an academic or research environment.
• Demonstrated experience in coordinating events of varying sizes and complexities, with a track record of successful execution.
• Experience in budget management and financial tracking for events.

Skills