Events Executive
Position Summary Expectations - Duties, Responsibilities
Schedule: (Monday to Friday from 7:30 am to 4:30 pm)
Report to: Director of Admissions and Marketing (DAM)
- Develop and manage the annual event calendar and schedule for the school
- Create, manage and co-ordinate all internal and external events into one annual calendar and schedule for the school.
- Work with the Principal and DAM to manage the calendar for the current academic year.
- Lead the planning process for the next academic year through the annual planning cycle.
- With the support of the DAM, develop and manage the school event budget, providing all key stakeholders with regular updates of actuals versus planned spend.
- Create and maintain the calendar of events on the school website and keep the schedule accurate and up to date on a daily basis with all required information.
- Lead the development and execution of event management procedures to ensure all events are executed efficiently and effectively.
- Lead the logistical planning and project management for all major events, including staff social events
- Manage an efficient invitation and attendee tracking process.
- Develop procedures and guidelines to support other members of the school team to execute events effectively.
- Co-ordinate management and collateral required for external events such as school fairs and open days
- Lead the on-the-ground execution for all major events.
- Co-ordinate and attend the weekly school event management meeting.
- Manage a roster of external vendors to provide quality and cost effective event services
- Co-ordinate across the MAC team to ensure all school recruitment events are appropriately staffed with MAC team members.
- Support the DAM to develop and execute creative themes for major events that bring to life the unique identity of the school.
- Maximise branding opportunities to promote the school through community events.
- Provide planning and project management advice and support to the Parent Faculty for their events.
- Leverage external opportunities to showcase school performing arts and music departments such as choirs, bands and theatre performances.
- Co-ordinate staff events including staff orientation programmes and seasonal celebrations.
- Work with the School MAC team to market major events through external outreach, media, PR and communications.
- Work with the school DAM to build relationships with key external partners such as Chambers and Embassies / Consulates to maximise opportunities to promote the school through external events.
- Develop event marketing collateral using Central and Regional templates.
- Work with the school MAC team to promote major events through relevant online and offline channels.
- Co-ordinate with school or external photographers / videographers to ensure ample collateral is produced for Communications to use in school social media and on the website news and blogs section.
- Work with the school MAC team to optimize the number of events that can lead to parent recruitment.
- Lead the discussion with the Principal and SLT on which events can be leveraged for parent recruitment.
- Act as the key point of contact for event and sponsorship enquiries.
- Ensure the events calendar contains ‘open day’ events.
- Take advantage of B2B events: engaging relocation agents and / or engaging decision makers in other companies.
- Bachelor’s Degree
- Minimum 2 years working in customer service, hospitality or events management
- Good cross-cultural, interpersonal & communication skills to interact with diverse nationalities and cultures
- Proven teamwork and negotiation skills
- Experience of contributing to social media platforms
- Knowledge of communication programs such as Mailchimp
- Photographic and videography skills
- Excellent time management skills and flexibility in dealing with multi-functional tasks
- Excellent written and verbal communication skills in English
- Creative and technical thinking ability
- Self-motivated, flexible and adaptable to different tasks at hand
- Proactive and able to prompt others to ensure deadlines and targets are achieved, calm working under pressure
- Uses evidence to support arguments or positions taken
- High level of integrity
- Excellent time management and organizational skills
- Proficient communicator both oral and written
- Excellent attention to detail
- Affinity with and interest in education
