Events Assistant

Role Objective

• A hospitality client is seeking a proactive and creative Assistant Events Officer to support the end-to-end planning, administration, and execution of diverse events, including corporate functions, workshops, product launches, exhibitions, and social gatherings. The role involves vendor coordination, attendee management, and on-site setup to maintain high service standards, engage clients, and expand the events portfolio.

Core Duties and Responsibilities

• Work closely with clients under management guidance to understand event objectives, themes, layouts, and initial budget. 
• Assist in drafting event proposals, timelines, schedules, event briefs, operational checklists, and preliminary agreements. 
• Support the design and preparation of event programs, delegate packs, and branded collateral, while contributing to digital marketing and social media campaigns. 
• Assist in sourcing competitive quotations from service for corporate, social, virtual, and hybrid events. 
• Liaise with contractors and service providers to confirm bookings, manage setup timelines, and ensure alignment with event requirements. 
• Oversee the movement, storage, setup, and safe return of event branding materials, merchandise, and equipment. 
• Provide hands on on-site support during setup, registration, seating arrangements, and post-event teardown/venue clearance. 
• Assist with pre-event presentation checks to ensure seamless execution during live proceedings. 
• Manage guest arrivals, delegate registration, RSVP verification, and ushering VIPs and guest speakers. 
• Resolve minor operational challenges on site and promptly escalate complex matters. 
• Collect attendee feedback through surveys and assist in preparing post-event evaluation reports. 
• Maintain accurate financial records and follow up on vendor payments and equipment returns. 
• Serve as a point of contact for routine event inquiries via email and phone, providing timely follow-ups and client support.

Job Specifications and Qualifications

• Bachelor’s Degree /Diploma in Hospitality Management, Event Management, Business Management, Tourism, Communication, or a related field.
• At least (3) years of experience in events, hospitality or a similar events coordination role.
• Willingness to work flexible hours and travel when required.
• Proficiency in Microsoft Office. 

    Key Competencies

• Effective time management abilities.
• Strong organizational skills with the capacity to handle multiple tasks simultaneously.
• Keen attention to detail.
• Flexibility.
• Problem Solving
• Strong written and verbal communication skills.
• Ability to perform efficiently in high-pressure and dynamic environments.
• Customer-focused approach with a positive and professional attitude.