Admin Events Coordinator

Job description / Role

Job Description:

1. Event Logistics and Operations
• Coordinate logistical aspects of the event, including transportation, travel arrangements, communication platforms, and vendor sourcing.
• Prepare and distribute branding assets, such as banners, flags, and promotional materials.
• Ensure logistical needs are met for both international and local clients.
• Identify and address areas of improvement during events to enable quick pivots as needed.

2. Technology and Communication
• Manage communication platforms, including WhatsApp communities, to facilitate timely updates.
• Maintain and update spreadsheets to track event logistics, participant data, and other relevant information.
• Schedule and manage calendar invite for meetings, briefings, event sessions, and debriefs.

3. Travel and Immigration Liaison
• Coordinate travel arrangements with the travel agency, including flights, transportation, and airport logistics.
• Liaise with the immigration office to ensure timely visa processing for participants.
• Keep detailed records of travel, transport, and visa arrangements to ensure smooth operations.

4. Collaboration and Teamwork
• Work closely with the Assistant Director of Programs and Experiential Marketing, following industry best practices.
• Collaborate with staff and ambassadors to execute event plans effectively.
• Participate in team meetings, briefings, and debriefings to align objectives and responsibilities.

5. On-Site Event Support
• Be present during the event in Feb & March months.
• Assist with on-site logistics, including participant registration, session coordination, and troubleshooting.
• Provide on-the-ground support to participants and staff to ensure a smooth event experience.

6. Client Experience
• Ensure logistics and operations enhance the experience for all participants, considering cultural diversity.
• Address any issues or concerns raised during the event.

• Bachelor’s degree or equivalent experience in event management, project management, communications, or a related field.
• Proven experience managing logistics and operations for events.
• Proficiency with communication platforms (e.g., WhatsApp), spreadsheets (e.g., Google Sheets), and scheduling tools (e.g., Google Calendar).
• Excellent organizational and multitasking skills with strong attention to detail.
• Strong interpersonal and communication skills, with the ability to work effectively in a team.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Availability to work on-site during specified event dates.
• Culturally nuanced and able to work under pressure.

Salary:
AED 8,000 to 10,000 per month inclusive of fixed allowances.

About the Company

Aswaar Consulting is a professional services firm founded in 2014 and specializing in business and financial advisory. Our key service lines are Assurance, Business Process Outsourcing and Support Services, Tax Compliance, and Corporate Finance.

Our partners come from rich professional backgrounds in the big four audit firms, banking, and the manufacturing industry. Each partner brings decades of expert experience to ensure high-quality advice to our clients.