Job Description

In this role, you will be responsible for providing exceptional administrative support and coordinating various aspects of events, including hotel and flight bookings. You will work closely with event organizers, attendees, and vendors to ensure smooth and successful event experiences. The ideal candidate should have excellent communication skills, strong attention to detail, and the ability to multitask effectively.

Responsibilities:

Event Coordination:

• Collaborate with event organizers to understand their requirements and provide guidance on logistics, timelines, and available resources.
• Assist in planning and executing various aspects of events, including venue selection, catering, transportation, audiovisual arrangements, and other event-related services.
• Coordinate with vendors, suppliers, and contractors to ensure timely delivery of goods and services.
• Manage event budgets, track expenses, and provide regular updates to the event team.

Hotel and Flight Booking:

• Research, select, and negotiate contracts with hotels and airlines for event-related accommodations and travel arrangements.
• Coordinate hotel bookings and reservations for event attendees, speakers, and VIP guests.
• Arrange transportation services, such as airport transfers and ground transportation, to ensure seamless travel experiences for event participants.
• Monitor flight itineraries, handle changes or cancellations, and communicate updates to relevant parties.

Administrative Support:

• Provide administrative assistance to the event team, including scheduling meetings, preparing documents, and maintaining records.
• Assist with registration processes, attendee management, and maintaining databases or event management systems.
• Manage event-related inquiries, emails, and phone calls, ensuring prompt and professional responses.
• Prepare and distribute event-related materials, including agendas, schedules, and participant lists.

Job Requirements

1. Education: A bachelor's degree in event management, hospitality, marketing, or a related field is preferred. Relevant experience may be accepted in lieu of formal education.
2. Event Planning Experience: Previous experience in event planning, coordination, or support is essential. Familiarity with various types of events, from corporate meetings to social gatherings, is valuable.
3. Communication Skills: Strong written and verbal communication skills are necessary for effective collaboration with clients, vendors, and team members. Customer service skills are also important for client interactions.
4. Organizational Skills: Exceptional organizational abilities are crucial for managing event logistics, timelines, and resources efficiently.
5. Attention to Detail: The ability to pay meticulous attention to detail is vital for ensuring all aspects of an event run smoothly.

Skills