Event Management Coordinator

About the role

The Events and Engagement Officer plans, coordinates, and executes high‑profile academic and institutional events, ensuring an exceptional attendee experience and seamless logistics. This role works closely with leadership, the Director of Operations, external partners, and service providers to align events with strategic objectives.

Key responsibilities

• Coordinate end‑to‑end planning and execution of 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.
• Plan logistics for on‑ and off‑campus events, covering travel, accommodation, transportation, visas, room bookings, catering, meetings, and cultural activities.
• Handle event‑related procurement and financial processes such as purchase requisitions, purchase orders, invoice processing, vendor onboarding, budget tracking, and post‑event reconciliation.
• Serve as liaison between internal departments and external vendors/service providers to ensure successful execution.

Required profile

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