Event Coordinator

Roles and responsibilities

As an Event Runner, you will play a crucial role in supporting the smooth operation of various events, ensuring that all tasks and requests are handled efficiently. Your responsibilities may include running errands, setting up event materials, assisting with guest needs, and maintaining communication between team members.

This role requires a hands-on approach and the ability to adapt to different tasks as they arise, making it a perfect opportunity for individuals looking to gain experience in the event industry.

Requirements

Previous experience in event production, hospitality, or a related field is beneficial but not essential
Running errands as needed during events
Strong organizational skills and the ability to multitask in fast-paced environments
Excellent communication skills, especially in English; knowledge of additional languages is a plus
Ability to work effectively within a team and follow instructions promptly
Working closely with event coordinators to ensure the event runs smoothly
Handling any immediate guest requests or vendor needs
Supporting event staff with last-minute tasks and urgent needs
Event Setup and Breakdown: Assist in setting up the venue, including placing signage, arranging furniture, and ensuring all event materials are ready for use. After the event, assist in breaking down equipment, clearing the venue, and ensuring everything is packed and accounted for.
Logistical Support: Run errands to deliver supplies, ensure materials are in the right place at the right time, and support event organizers and staff with any last-minute tasks.
Vendor Coordination: Be the point of contact for vendors (e.g., catering, AV teams, decorators) to ensure they are in place and on schedule. Help facilitate smooth communication between event staff and external partners.
Attendee Support: Assist with guest check-in, direct attendees to their destinations, and provide general information about the event.
Problem-Solving: Address last-minute issues or requests, such as retrieving supplies, troubleshooting technical issues, or handling unexpected delays.
Technical Assistance: Provide support for AV setup and troubleshooting (if applicable), ensuring that equipment is functioning as needed.

Desired candidate profile

• Strong Communication Skills:

  • Clear and professional communication with team members, vendors, and guests.
  • Ability to interact effectively with individuals at all levels (event staff, clients, vendors, and guests).

• Proactive & Resourceful:

  • Quick to recognize what needs to be done without constant direction, always looking for ways to help.
  • Able to stay calm and think on your feet when things need to be adjusted or problems arise.

• Customer-Focused:

  • Friendly and approachable with a positive attitude.
  • Excellent problem-solving skills, ensuring all guest or client needs are met with a smile.

• Organized & Detail-Oriented:

  • Ability to manage multiple tasks and maintain organization under pressure.
  • Strong attention to detail, ensuring that nothing is overlooked.

• Team Player:

  • Willing to pitch in and help wherever necessary, collaborating with other staff and departments.
  • Flexible in adapting to changing event needs or last-minute requests.

• Physical Stamina:

  • Ability to lift and carry supplies or equipment, stand or walk for long periods, and move quickly between different event locations or tasks.

• Time Management:

  • Able to prioritize tasks efficiently, ensuring deadlines are met and responsibilities are handled on time.

• Flexibility & Adaptability:

  • Willingness to take on a wide variety of tasks, from minor logistical support to major operational duties.
  • Ability to adjust to shifting priorities in the fast-paced event environment.

Experience & Education:

• Minimum Education: High school diploma or equivalent; some college preferred.
• Experience: Previous experience in event coordination, hospitality, or customer service is a plus, but not required.
• Certification: Any event or hospitality certifications (e.g., CPR, First Aid, Food Safety) would be beneficial.