Temporary Event Coordinator

Innovation Direct Employment Services; Abu Dhabi; On-site; AED 60,000 - 90,000; Full time

Job summary

A leading company in Abu Dhabi is seeking an Event Coordinator to manage logistics for Candidate Weekend. The role involves coordinating travel, communication, and on-site support to ensure a seamless experience for participants. Candidates should have a Bachelor's degree and proven experience in event management, with strong organizational and interpersonal skills.

Qualifications

• Bachelor's degree or equivalent experience in event management.
• Proven experience managing logistics for events.
• Strong proficiency in communication platforms and spreadsheets.

Responsibilities

• Coordinate logistics for Candidate Weekend, including travel and communications.
• Manage communication platforms and ensure timely updates.
• Provide on-site support for event logistics and participant experience.

Skills

Event Management

Project Management

Communication

Organizational Skills

Interpersonal Skills

Education

Bachelor's degree in Event Management or related field

Tools

WhatsApp

Google Sheets

Google Calendar

Job description

Assist in coordinating logistical aspects of Candidate Weekend, including but not limited to transportation, travel arrangements, communications platforms, and vendor sourcing.

Support the preparation and distribution of branding assets such as banners, flags, and promotional materials.

Ensure all logistical needs are met for both international and locally based students throughout the event.

Support with identifying and capturing areas of development to ensure quick and effective pivots where needed between Candidate Weekend events.

Technology and Communication:

Manage communication platforms, including WhatsApp communities, to ensure timely and effective communication with participants and stakeholders.

Maintain and update spreadsheets to track event logistics, participant information, and other relevant data.

Handle calendar invites and scheduling for meetings, briefings, event sessions, and debriefs.

Travel and Immigration Liaison:

Work with the Nirvana travel agency to coordinate arrangements for international and local students; including flights, transportation, airport logistics.

Liaise with the immigration office to facilitate visa applications and ensure participants receive their visas on time.

Maintain detailed and accurate records of travel, transport, and visa arrangements, capturing changes in an organized manner, to ensure smooth processing and centralized data (through spreadsheets).

Collaboration and Teamwork:

Work closely with the Assistant Director of Programs and Experiential Marketing, with work guided by industry best practices.

Collaborate with a core team of staff and student ambassadors to execute event plans effectively.

Participate in team meetings, briefings, and debriefings to align on event objectives and responsibilities.

On-Site Event Support:

Assist with on-site logistics, including participant registration, session coordination, and troubleshooting.

Provide support to participants and staff to ensure a positive and seamless event experience.

Student Experience:

Ensure that the logistics and operations support the best possible experience for all student participants, both international and local, keeping in mind cultural nuances for a diverse audience.

Coordinate efforts to address any issues or concerns that arise for students during the event.

Required Skills

Bachelor's degree or equivalent experience in event management, project management, communications, or a related field.

Proven experience in managing logistics and operations for events, preferably in an educational setting.

Strong proficiency in using communication platforms (e.g., WhatsApp), spreadsheets (e.g., Google Sheets), and scheduling tools (e.g., Google Calendar).

Excellent organizational and multitasking skills with attention to detail.

Strong interpersonal and communication skills, with the ability to work effectively in a team environment.

Ability to handle sensitive information with discretion and maintain confidentiality.

Availability to work on-site during the specified dates for Candidate Weekend.

Sensitivity to cultural nuances and needs.

Desired Candidate Profile

Bachelor's degree or equivalent experience in event management, project management, communications, or a related field.

Proven experience in managing logistics and operations for events, preferably in an educational setting.

Strong proficiency in using communication platforms (e.g., WhatsApp), spreadsheets (e.g., Google Sheets), and scheduling tools (e.g., Google Calendar).

Excellent organizational and multitasking skills with attention to detail.

Strong interpersonal and communication skills, with the ability to work effectively in a team environment.

Ability to handle sensitive information with discretion and maintain confidentiality.

Availability to work on-site during the specified dates for Candidate Weekend.

Sensitivity to cultural nuances and needs.