Event Coordinator

Amity International School, Sec 46 Gurugram · Uttar pradesh, India

Job Description – Event Coordinator

Organization: Amity International School, Gurgaon

Position: Event Coordinator

Location: Gurgaon, Haryana

Department: Administration / School Operations

Reports To: Principal / Head – Administration

Job Summary

Amity International School, Gurgaon is seeking a dynamic and highly organized Event Coordinator to plan, organize, and execute a wide range of school events, academic functions, cultural programs, sports events, conferences, workshops, and community engagement activities. The ideal candidate should possess excellent coordination, communication, vendor management, and project planning skills to ensure seamless event execution while maintaining the school's high standards.

Key Responsibilities

Event Planning & Execution

• Plan, organize, and execute all school events from concept to completion.
• Coordinate annual functions, sports day, graduation ceremonies, exhibitions, assemblies, competitions, parent engagement events, and special celebrations.
• Prepare event timelines, budgets, and execution plans.
• Ensure smooth event logistics before, during, and after every event.

Coordination

• Collaborate with academic departments, teachers, students, and administrative teams for successful event execution.
• Liaise with external vendors, decorators, sound & lighting teams, photographers, caterers, and other service providers.
• Coordinate with security, transport, housekeeping, and maintenance teams for event readiness.

Budget & Vendor Management

• Obtain quotations and negotiate with vendors.
• Monitor event budgets and ensure cost-effective planning.
• Maintain vendor database and event-related documentation.

Logistics Management

• Arrange venue setup, seating plans, stage management, audio-visual equipment, branding, and event materials.
• Ensure all permissions and approvals are obtained before events.
• Prepare contingency plans for unforeseen situations.

Communication & Promotion

• Coordinate event invitations, schedules, and announcements.
• Work with the marketing team for event photography, videography, and social media coverage.
• Maintain event records, reports, and photo archives.

Compliance & Safety

• Ensure adherence to school safety protocols during events.
• Coordinate emergency response plans when required.
• Ensure compliance with school policies and local regulations.

Required Qualifications

• Bachelor's degree in Event Management, Hospitality, Mass Communication, Public Relations, Marketing, or any relevant discipline.
• Certification in Event Management will be an added advantage.

Experience

• 3–5 years of experience in event management, preferably in schools, universities, or educational institutions.
• Experience in handling large-scale educational and cultural events is preferred.

Required Skills

• Excellent organizational and planning skills.
• Strong communication and interpersonal abilities.
• Vendor and stakeholder management.
• Budget planning and cost control.
• Time management and multitasking.
• Creative problem-solving skills.
• Strong leadership and team coordination.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word).
• Familiarity with event management tools is an advantage.

Preferred Attributes

• Ability to work under pressure and meet deadlines.
• Flexible to work on weekends or beyond regular hours during major events.
• Creative, energetic, and detail-oriented.
• Professional attitude with excellent presentation skills.
• Passion for creating memorable educational experiences.

Key Performance Indicators (KPIs)

• Successful execution of school events.
• Timely completion of event plans.
• Budget adherence.
• Stakeholder satisfaction.
• Effective vendor management.
• Quality of event coordination and logistics.
• Compliance with safety and operational standards.

Employment Type: Full-Time

Location: Amity International School, Gurgaon