Events Coordinator | Office of Strategic Communications & Marketing

American University of Sharjah; Sharjah; On-site; AED 60,000 - 80,000; Full time

Job summary

A leading educational institution in Sharjah is seeking an Events Coordinator to support internal and external events. You will manage timelines, oversee logistics, and communicate with stakeholders to deliver successful experiences. The ideal candidate has a Bachelor's degree and at least 2 years of event management experience. This role requires strong communication, multitasking abilities, and proficiency in Microsoft Visio.

Qualifications

• Minimum of 2 years’ experience in event coordination and management.
• Skilled negotiator with experience in optimizing resources.
• Experience in fast-paced, cross-functional environments.

Responsibilities

• Ensure on-site event setup, including decoration and registration.
• Develop and manage event timelines, ensuring all deadlines are met.
• Monitor and approve room reservations using the reservation system.
• Coordinate with external vendors for timely delivery and execution.
• Maintain inventory of event-related items.

Skills

Excellent communication skills

Strong time management

Multitasking abilities

Negotiation skills

Experience with Microsoft Visio

Familiarity with Google and Microsoft platforms

Education

Bachelor’s degree in Event Planning and Management

Job description

Position Summary

The Events Coordinator will support the Manager – Events by coordinating all aspects of internal and external events, from planning and consultation to execution and post-event follow-up. This role involves working with stakeholders to understand event objectives, recommending suitable venues and vendors, and overseeing logistics. The Event coordinator ensures smooth event flow by managing timelines, coordinating resources, and maintaining clear communication. The goal is to deliver successful, memorable events that meet client expectations and provide a high-quality experience for all attendees.

Job Responsibilities

• Ensure on-site event setup, including decoration, registration coordination, AV testing, speaker management, and other logistical arrangements.
• Develop and manage event timelines, ensuring all deadlines are met and activities are executed as planned.
• Monitor and approve room reservations using the room reservation system, ensuring appropriate spaces are allocated.
• Manage the Events app by receiving event forms, responding to client requests, and following system workflows.
• Communicate effectively with stakeholders to address and facilitate client requirements or requests.
• Coordinate with external vendors to ensure timely delivery and execution of products and services, meeting quality standards.
• Maintain inventory of event-related items, including furniture, stages, carpets, backdrops, boards, and other essential materials.
• Coordinate the booking of AUS venues for external organizations, such as school graduations and other events.
• Issue venue rental agreements and invoices for external bookings, ensuring proper documentation and payment processing.
• Perform other related tasks as assigned by the Events Manager to support overall event coordination.

Qualifications And Skills Required

• Bachelor’s degree in Event Planning and Management or a related field.
• Minimum of 2 years’ experience in event coordination and management.
• Excellent communication and interpersonal skills.
• Strong time management and multitasking abilities.
• Skilled negotiator with experience in Optimizing resources.
• Experience in fast-paced, cross-functional environments.
• Proficient in creating floor plans using Microsoft Visio.
• Experienced with Google and Microsoft platforms.

How To Apply

• Interested applicants should fill out the form.
• AUS alumni are encouraged to apply. Applicants who do not meet specified requirements will not be shortlisted. Only shortlisted candidates will be contacted.
• AUS is an equal opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, gender, religion, national origin, disability or marital status. Opportunities for employment are based solely upon one’s qualifications.