Event Coordinator

RESPONSIBILITIES & DUTIES
As the Event Coordinator, you will be responsible for planning, coordinating, and executing a wide range of school events, including but not limited to assemblies, performances, field trips, ceremonies, marketing and admissions. You will work closely with related departments, teachers, administrators, students, parents, and external vendors to ensure the successful planning and seamless execution of these events. The ideal candidate will possess excellent organizational skills, strong communication abilities, and a passion for creating memorable and impactful experiences within an educational setting.
WHAT YOU WILL BE DOING
Event planning: Collaborate with stakeholders to conceptualize and plan various events.
Develop event objectives, themes, budgets and timelines.
Logistics coordination: Coordinate all logistical aspects of events, including venue selection and setup, transportation, permission forms, equipment rentals, and scheduling.
Vendor management: Liaise with external vendors, such as performers, speakers, and catering services, to secure their services and negotiate contracts.
Program development: Work closely with related departments to develop event programs, performances, and presentations, ensuring alignment with school's values, curriculum, and educational objectives.
Communication and promotion: Coordinate with Marketing team to create event communication plans and materials, including invitations, announcements, posters, and digital media, promote events to students, parents and the wider community.
Budget management: Develop event budget and seek approval from the Board of Management, track expenses to ensure adherence to financial constraints, identify opportunities for cost savings without compromising the quality and impact of events.
Onsite Event Management: Oversee event setup, including decorations, audiovisual requirements, seating arrangements, and signage. Ensure smooth event operations, manage any issues or emergencies that may arise, and provide guidance and support to staff, volunteers, and participants.
Post-Event Evaluation: Conduct post-event evaluations as required to assess the success and impact of each event. Collect feedback from attendees and staff to identify areas for improvement and implement changes for future events.
Activity Planning & Coordination: Plan and coordinate a variety of after-school activities based on students' interests and needs, including scheduling and coordination with teachers and activity providers.
Student & Parent Engagement: Promote ASA activities, manage student registrations and participation, and communicate with students and parents regarding activities and schedules.
Safety & Program Management: Ensure activities are conducted safely and in line with school requirements, maintain activity records, and evaluate programs for continuous improvement.
Other tasks as assigned by the line manager.