Event Coordinator

Job Description

Position: Event Coordinator

Location: Amity International School, Gurgaon

About the School

Amity International School, Gurgaon is committed to nurturing excellence in academics, co-curricular activities, and holistic development. We are looking for a dynamic, creative, and highly organized Event Coordinator to plan, execute, and manage a wide range of school events that enhance student engagement, strengthen community relationships, and uphold the school's reputation.

Key Responsibilities

• Plan, coordinate, and execute all school events including Annual Day, Sports Day, Investiture Ceremony, Graduation, Parent Orientation, Open Houses, Cultural Festivals, Exhibitions, Conferences, Workshops, and Special Assemblies.
• Develop comprehensive event plans, timelines, budgets, and logistics to ensure seamless execution.
• Coordinate with school leadership, academic departments, administration, transport, security, housekeeping, IT, and maintenance teams for successful event delivery.
• Liaise with external vendors, artists, photographers, decorators, sound and lighting teams, caterers, and service providers.
• Manage venue setup, stage arrangements, seating plans, branding, signage, audio-visual requirements, and event flow.
• Work closely with the Marketing & Communications team to support event promotions through social media, newsletters, website updates, and press coverage.
• Coordinate invitations, registrations, guest management, VIP protocol, and hospitality arrangements.
• Supervise event setup, execution, troubleshooting, and post-event dismantling.
• Maintain event budgets, vendor records, purchase requests, and documentation.
• Ensure compliance with school safety protocols, child protection guidelines, and risk management procedures.
• Prepare post-event reports, feedback analysis, and recommendations for continuous improvement.
• Support admissions events, parent engagement initiatives, alumni activities, and community outreach programmes.

Qualifications

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

Experience

• Minimum 3–5 years of experience in event planning and coordination.
• Prior experience in a reputed school or educational institution will be preferred.
• Experience in managing large-scale educational, cultural, and community events is desirable.

Skills & Competencies

• Excellent event planning and project management skills.
• Outstanding communication and interpersonal abilities.
• Strong vendor management and negotiation skills.
• Ability to multitask and work effectively under pressure.
• Creative thinking with exceptional attention to detail.
• Budget planning and resource management skills.
• Proficiency in Microsoft Office, Google Workspace, and event management tools.
• Familiarity with audio-visual coordination and event technology.
• Strong leadership, teamwork, and problem-solving abilities.
• Flexibility to work during weekends or extended hours whenever required for school events.

What We Offer

• Opportunity to work in one of India's leading educational institutions.
• Collaborative and vibrant work environment.
• Professional growth and learning opportunities.
• Exposure to school events.
• Competitive salary and benefits commensurate with experience.

Interested candidates may share their updated CV at: [email protected]