Role DescriptionWe are seeking an organized, creative, and highly motivated Events Coordinator / Event Executive to support the planning, coordination, and successful delivery of events, meetings, conferences, corporate functions, promotional activities, and other special occasions. This role is responsible for coordinating event details, communicating with stakeholders, and ensuring that each event is delivered smoothly and professionally.
The role involves supporting the full event lifecycle, from initial planning and concept development through preparation, execution, and post-event follow-up. The successful candidate will work closely with internal teams, clients, vendors, venues, speakers, suppliers, and other stakeholders to ensure that all event requirements are clearly understood and properly coordinated.
Key responsibilities include preparing event schedules, checklists, timelines, budgets, guest lists, invitations, briefing documents, and other event materials. The Events Coordinator will help monitor deadlines and ensure that important tasks are completed according to the agreed event plan.
The position will coordinate with venues and external suppliers regarding room layouts, catering, audiovisual equipment, decorations, transportation, entertainment, registration, signage, and other logistical requirements. Attention to detail is essential when checking arrangements and ensuring that all elements are ready before the event begins.
The Event Executive may also assist with event marketing and communications by preparing promotional materials, coordinating invitations, managing registrations, supporting social media activities, and communicating event information to attendees and stakeholders.
During events, the role will help coordinate on-site operations, registration, guest reception, schedules, speakers, suppliers, technical requirements, and last-minute changes. The successful candidate should remain calm, professional, and solution-focused when unexpected issues arise.
The role may also involve coordinating corporate meetings, exhibitions, networking events, product launches, workshops, conferences, private functions, and other business or promotional activities. Each event should reflect the organization's standards, objectives, brand identity, and guest expectations.
Budget and administrative coordination are also important. Responsibilities may include collecting quotations, tracking expenses, preparing purchase requests, maintaining supplier information, processing event documentation, and monitoring event-related costs against approved budgets.
Following each event, the Events Coordinator will support feedback collection, supplier follow-up, financial reconciliation, reporting, and evaluation of event performance. Feedback and event data should be used to identify improvements for future activities.
Strong communication, organization, creativity, and teamwork are essential. The successful candidate should be comfortable managing multiple tasks and deadlines while maintaining a professional attitude and ensuring a positive experience for attendees, clients, and stakeholders.
Qualifications
- * Degree, diploma, or equivalent qualification in Event Management, Hospitality, Marketing, Communications, Business Administration, or a related field is preferred.
- Strong understanding of event planning, coordination, logistics, and execution.
- Excellent organizational and time-management skills.
- Strong written and verbal communication abilities.
- Ability to coordinate effectively with clients, venues, suppliers, speakers, vendors, and internal teams.
- Strong attention to detail when managing schedules, guest information, event materials, and logistics.
- Ability to prepare event plans, checklists, timelines, schedules, and briefing documents.
- Familiarity with event registration, guest management, venue coordination, and on-site operations.
- Understanding of basic event budgeting, quotations, invoices, and expense tracking.
- Ability to manage multiple event-related tasks and deadlines simultaneously.
- Strong problem-solving skills and ability to respond effectively to unexpected changes.
- Professional and confident approach when interacting with guests, clients, and stakeholders.
- Familiarity with Microsoft Office, Google Workspace, event-management platforms, or similar tools.
- Knowledge of digital marketing, social media, email invitations, and promotional content is an advantage.
- Ability to coordinate audiovisual, catering, transportation, decoration, entertainment, and other event requirements.
- Strong teamwork and interpersonal skills.
- Creative mindset with the ability to contribute new ideas for event concepts and attendee experiences.
- Ability to work efficiently in fast-paced event environments.
- Flexible and adaptable approach to changing schedules and operational requirements.
- High level of professionalism, reliability, responsibility, and attention to detail.
