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Event Coordinator Specialist

2 weeks ago


Muḩāfazat al Jahrā, Kuwait beBee Careers Full time
Job Description

The University Events Coordinator will oversee the planning and coordination of university events. This role involves developing comprehensive event plans, ensuring compliance with university policies and procedures, and collaborating with stakeholders across departments.

Key Responsibilities
  1. Event Planning & Compliance:
  • Develop event plans that adhere to university policies, safety regulations, and facility use guidelines.
  • Collaborate with stakeholders, including IT, Security, Facilities, and Academic Affairs, to identify event needs and secure necessary approvals.
  • Ensure timely submission of event plans for review, adhering to university deadlines and standard operating procedures.
  • Main point of contact for university events, coordinating with departments to align on event goals and execution.
Stakeholder Engagement & Collaboration:
  • Coordinate cross-departmental collaboration, including the use of university spaces, and manage logistical needs to meet event requirements.
  • Maintain proactive communication with stakeholders, keeping them informed of updates, timelines, and any changes in event plans.
  • Facilitate teamwork across multiple departments, ensuring all parties involved are aligned with the event's objectives.
Logistics & Event Coordination:
  • Oversee logistical aspects of university events, including vendor management, scheduling, AV setup, and venue readiness.
  • Manage relationships with external vendors and service providers, obtaining quotes, negotiating contracts, and ensuring timely delivery of services.
  • Prepare thorough event logistics, including registration setup, equipment testing, and general event space readiness.
Documentation & Reporting:
  • Maintain detailed documentation of event planning, including schedules, approvals, communications, and vendor information.
  • Prepare post-event follow-up reports, including attendance data, feedback from stakeholders, and assessments of event success.
  • Ensure monthly updates of key event-related data, such as contact sheets, vendor lists, and event summaries.
Administrative Support:
  • Provide administrative support by assisting with scheduling meetings, preparing documents, and maintaining organized records.
  • Monitor timelines and deadlines for event-related approvals, ensuring timely submission and compliance with university processes.
  • Assist in tracking event budgets and expenses, ensuring costs remain within approved limits.