Event Coordinator

Scope of Role

The Event Coordinator plays a crucial role in planning, organizing, and executing various events, ensuring their successful implementation. This position requires excellent organizational and communication skills, attention to detail, and the ability to handle multiple tasks simultaneously. The Event Coordinator works closely with clients, vendors, and team members to create memorable and seamless event experiences.

Key Responsibilities and Accountabilities

1.       Event Planning and Organization:

• Collaborate with clients to understand their event objectives, requirements, and budget.
• Research and propose event concepts, themes, and venues suitable for the client's needs.
• Develop event timelines, budgets, and critical path schedules.
• Coordinate logistics, delivering event equipment.
• Source and manage suppliers, vendors involved in the event.

2.       Communication and Client Management:

• Maintain regular communication with clients to provide updates on event planning progress.
• Act as the primary point of contact for clients, addressing their inquiries, and requests promptly.
• Collaborate with clients to define event objectives, themes, and desired outcomes.
• Updates key stakeholders periodically on progress on various projects. Proactively reaches out to sales and marketing stakeholder to outline processes, status updates or other matters.

3.       Budgeting and Financial Management:

• Develop event budgets and monitor expenses to ensure adherence to the allocated funds.
• Negotiate with vendors and suppliers to secure competitive pricing and favorable contracts.

4. Event Execution and On-site Management:

• Oversee event setup, equipment, and signage.
• Supervise event staff, volunteers, and third-party vendors during the event.
• Troubleshoot issues that arise during the event and implement effective solutions.
• Ensure compliance with health and safety regulations and emergency procedures.

5.  Post-Event Evaluation and Reporting:

• Conduct post-event evaluations to gather feedback from clients, attendees, and stakeholders.
• Analyze event success metrics, such as attendance, participant satisfaction, and budget performance.
• Prepare comprehensive event reports, for internal and external stakeholders.
• Identify areas for improvement and implement changes for future events.

6.  Complete any other responsibilities as assigned by his/her supervisor.

Qualification :-

• Possession of college degree (in any field)
• 1-2 years’ experience in events consumer-facing marketing roles

Skills :-

• Excellent communication and interpersonal abilities.
• Attention to detail and problem-solving skills.
• Proven experience as an Event Coordinator or in a similar role.
• Knowledge of event planning best practices and industry trends.
• Flexibility to work evenings, weekends, and holidays as required.
• Ability to work under pressure and meet tight deadlines.
• Understanding of email, Microsoft Word and Excel
• English and Amharic spoken and written fluently
• Proactive in decision making
• Team player, result oriented and quick leaner