Event Coordinator Assistant

Role Objective

Our client in the hospitality sector is seeking to recruit a proactive and creative Assistant Event Coordinator to support and enhance their event operations. This role is designed to maintain high service standards, strengthen client relationships, and contribute to the growth of the organization’s events.

Core Duties and Responsibilities

• Assist in the planning, coordination, and execution of events from conception to completion, ensuring all logistical requirements are effectively managed. 
• Provide on-site support during event setup, execution, and breakdown in accordance with company standards. 
• Support coordination with vendors, suppliers, contractors, and service providers as required. 
• Prepare event documentation including contracts, schedules, briefs, and checklists under supervision. 
• Liaise with clients (under guidance) to understand their event objectives, preferences, and initial budget considerations. 
• Assist in sourcing venues, décor, equipment, and service providers for corporate, social, virtual, and hybrid events. 
• Contribute to the development of event concepts, themes, and layouts aligned with client expectations. 
• Support preparation of event programs, participant materials, and branded collateral. 
• Assist with event communication, including invitations, confirmations, and follow-ups. 
• Contribute to basic marketing initiatives, including social media engagement. 
• Support tracking of event expenses and maintain simple budget records as guided. 
• Assist in coordinating logistics such as transportation, accommodation, and guest arrangements when required. 
• Monitor event timelines to ensure milestones and deliverables are achieved. 
• Provide support in resolving on-site issues, escalating complex matters when necessary. 
• Participate in post-event evaluations, including feedback collection and report preparation. 
• Maintain accurate records of event documentation and supplier databases. 
• Suggest ideas to improve event delivery and enhance client and guest experience. 
• Perform any other duties as assigned to support successful event execution..

Job Specifications and Qualifications

• Diploma in Hospitality, Business Management, Tourism, Communication, or a related field.
• At least  (2) years of experience in events, hospitality, customer service, or a similar support role.
• Basic understanding of event planning and coordination.
• Willingness to work flexible hours and travel when required

    Key Competencies

• Creative mindset with a passion for event design and execution. 
• Strong time management and organizational skills, with the ability to multitask effectively. 
• High attention to detail. 
• Excellent written and verbal communication skills with strong interpersonal abilities. 
• Ability to perform well in fast-paced and high-pressure environments. 
• Customer-focused with a professional and positive attitude.