Events Coordinator / Event Executive

H A V N & COMPANY; Southern Governorate; On-site; BHD 12,000 - 18,000; Full time

Job summary

H A V N & COMPANY is seeking an organized Events Coordinator to plan, coordinate, and execute corporate events, conferences, and product launches. You will work with internal teams and external vendors to manage budgets, schedules, and communications, ensuring professional execution from planning to completion.

The ideal candidate will handle on-site support, coordinate logistics, and help improve attendee engagement while maintaining brand standards and efficiency across multiple events.

Qualifications

• Diploma or bachelor's degree in a related field preferred.
• Excellent organizational and time-management abilities.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office applications and basic event software.

Responsibilities

• Plan, coordinate, and execute corporate events, meetings, conferences, exhibitions, product launches, and promotions.
• Develop schedules, checklists, timelines, and operational plans to meet deadlines.
• Communicate with venues, suppliers, and contractors to confirm requirements.
• Coordinate venue bookings, catering, AV, transport, accommodation, decorations, and materials.
• Assist with budgets, cost tracking, quotations, invoicing, and cost control.
• Manage invitations, registrations, attendee lists, and post-event communications.
• Prepare presentations, signage, and promotional materials.
• Collaborate with marketing to ensure brand consistency and event promotion.
• Ensure logistics, equipment, and resources are ready and provide on-site support.
• Maintain records of budgets, contracts, and supplier details; collect feedback and prepare reports.

Skills

Organizational skills

Time-management

Communication skills

Negotiation

Problem-solving

Team collaboration

Adaptability

Creativity

Education

Diploma or Bachelor's degree in Event Management, Hospitality, Marketing, Communications, Business Administration, or related field

Tools

Microsoft Office Suite

Word

Excel

PowerPoint

Job description

We are looking for an organized, proactive, and detail-oriented Events Coordinator / Event Executive to assist with the planning, coordination, and execution of corporate events, conferences, exhibitions, networking sessions, promotional campaigns, and company functions. The ideal candidate has strong communication skills, enjoys coordinating people and activities, and can manage multiple responsibilities while ensuring events are delivered smoothly and professionally.

In this role, you will work with internal departments, external vendors, venues, and other stakeholders to coordinate event arrangements from initial planning through completion. You will help manage schedules, budgets, logistics, and event communications while ensuring that each activity reflects the company's objectives and professional standards.

Key Responsibilities

• Plan, coordinate, and execute corporate events, business meetings, conferences, exhibitions, product launches, and promotional activities.
• Develop event schedules, checklists, timelines, and operational plans to ensure all arrangements are completed on time.
• Communicate with venues, suppliers, contractors, sponsors, speakers, and other service providers to confirm event requirements.
• Coordinate venue bookings, catering, audiovisual equipment, transportation, accommodation, decorations, and event materials.
• Assist with budget preparation, expense tracking, supplier quotations, invoice processing, and cost control.
• Manage invitations, registrations, attendee lists, confirmations, and event-related correspondence.
• Prepare presentations, event schedules, signage, name badges, promotional materials, and other supporting documents.
• Coordinate with marketing and communications teams to support event promotion and maintain consistent brand messaging.
• Monitor event preparation and ensure that logistics, equipment, and resources are ready before activities begin.
• Provide on-site support, coordinate vendors and staff, and respond efficiently to unexpected changes or operational issues.
• Maintain clear communication with stakeholders throughout the planning and execution process.
• Collect participant feedback, evaluate event outcomes, and prepare post-event reports with recommendations for improvement.
• Maintain organized records of event budgets, contracts, supplier details, schedules, and related documentation.
• Manage multiple assignments simultaneously while balancing deadlines, priorities, and available resources.
• Identify opportunities to improve event processes, strengthen attendee engagement, and enhance the overall event experience.

Role Description

We are looking for an organized, proactive, and detail-oriented Events Coordinator / Event Executive to assist with the planning, coordination, and execution of corporate events, conferences, exhibitions, networking sessions, promotional campaigns, and company functions. The ideal candidate has strong communication skills, enjoys coordinating people and activities, and can manage multiple responsibilities while ensuring events are delivered smoothly and professionally.

In this role, you will work with internal departments, external vendors, venues, and other stakeholders to coordinate event arrangements from initial planning through completion. You will help manage schedules, budgets, logistics, and event communications while ensuring that each activity reflects the company's objectives and professional standards.

Key Responsibilities

• Plan, coordinate, and execute corporate events, business meetings, conferences, exhibitions, product launches, and promotional activities.
• Develop event schedules, checklists, timelines, and operational plans to ensure all arrangements are completed on time.
• Communicate with venues, suppliers, contractors, sponsors, speakers, and other service providers to confirm event requirements.
• Coordinate venue bookings, catering, audiovisual equipment, transportation, accommodation, decorations, and event materials.
• Assist with budget preparation, expense tracking, supplier quotations, invoice processing, and cost control.
• Manage invitations, registrations, attendee lists, confirmations, and event-related correspondence.
• Prepare presentations, event schedules, signage, name badges, promotional materials, and other supporting documents.
• Coordinate with marketing and communications teams to support event promotion and maintain consistent brand messaging.
• Monitor event preparation and ensure that logistics, equipment, and resources are ready before activities begin.
• Provide on-site support, coordinate vendors and staff, and respond efficiently to unexpected changes or operational issues.
• Maintain clear communication with stakeholders throughout the planning and execution process.
• Collect participant feedback, evaluate event outcomes, and prepare post-event reports with recommendations for improvement.
• Maintain organized records of event budgets, contracts, supplier details, schedules, and related documentation.
• Manage multiple assignments simultaneously while balancing deadlines, priorities, and available resources.
• Identify opportunities to improve event processes, strengthen attendee engagement, and enhance the overall event experience.

Qualifications

• A diploma or bachelor's degree in Event Management, Hospitality, Marketing, Communications, Business Administration, or a related field is preferred.
• Strong organizational and time-management skills, with the ability to coordinate multiple tasks and deadlines.
• Excellent written and verbal communication skills for interacting with colleagues, suppliers, clients, and participants.
• Good coordination, negotiation, and problem-solving abilities.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Familiarity with event registration platforms, project management tools, digital marketing channels, or event-planning software is an advantage.
• Strong attention to detail when managing schedules, budgets, guest information, and logistical arrangements.
• A professional, approachable attitude and the ability to build positive working relationships.
• Ability to remain calm, adaptable, and solution-focused in fast-paced environments.
• Creativity and initiative when developing event ideas and improving participant engagement.
• Ability to work collaboratively with different departments and external partners.
• Flexibility to support event setup, on-site activities, and occasional evening or weekend events when required.
• Commitment to delivering well-organized events while maintaining professional standards and efficient use of resources.
• The ideal candidate is dependable, resourceful, and enthusiastic about creating successful events. They take ownership of assigned responsibilities, communicate effectively, and contribute to memorable experiences that support the company's business goals and professional reputation.