Events Assistant at Elvaridah

About the Role

• We are seeking a proactive, organized, and energetic Event Assistant to support the planning, coordination, and execution of events and activations.
• The ideal candidate will work closely with the Events Manager and wider team to ensure events are well organized and delivered to a high standard. The role requires someone who is comfortable working in a fast-paced environment, has good communication and coordination skills, pays attention to detail, and is willing to be hands-on during event setup and execution.

Key Responsibilities

Event Planning & Coordination

• Assist with event planning, scheduling, and logistics.
• Support in preparing event proposals, client presentations, and vendor coordination.
• Liaise with suppliers, partners, and internal teams to ensure timely delivery of all event needs.

Event Execution

• Support the setup and breakdown of cocktail bars and event spaces.
• Ensure cocktail tools, ingredients, and décor are available and organized.
• Assist bartenders and mixologists during events when needed.
• Ensure brand visibility and compliance with company standards.

Client & Guest Experience

• Provide professional and friendly assistance to clients and guests at events.
• Support VIP and hospitality management when required.
• Collect client feedback and share insights for continuous improvement.

Administration & Reporting

• Maintain event records, inventory logs, and expense reports.
• Assist with social media coverage, photography, or coordination with content creators.
• Prepare post-event reports including successes, challenges, and recommendations.

Marketing & Promotion Support

• Assist in creating promotional materials for events.
• Support in distributing invitations, managing RSVPs, and updating guest lists.
• Help with online and offline event promotions to boost attendance.

Budget & Resource Support

• Track petty cash and small event expenses for accountability.
• Ensure cost-effective use of resources and identify areas to minimize waste.
• Support the Events Manager in budget preparation and vendor quotations.

Health, Safety & Compliance

• Ensure event venues comply with health, safety, and sanitation standards.
• Support in coordinating security, crowd control, and emergency procedures.
• Assist in obtaining permits or approvals required for specific events.

Team Coordination & Support

• Provide administrative support to the Event Manager and senior team.
• Help in scheduling and briefing volunteers, ushers, or temporary staff.
• Foster collaboration across teams to ensure smooth event flow.

Technology & AV Support

• Assist with basic setup of audio-visual equipment (projectors, microphones, etc.).
• Coordinate with technical teams for live streaming, lighting, and sound checks.
• Support troubleshooting during events to minimize disruptions.

Post-Event Engagement

• Assist with thank-you messages to clients, vendors, and participants.
• Support in archiving event photos, videos, and materials for future reference.
• Maintain a database of suppliers, clients, and contacts for future events.

Vendor Coordination & Management

• Assist in identifying, evaluating, and liaising with vendors such as caterers, decorators, printers, and logistics providers.
• Support in negotiating prices, securing quotations, and ensuring vendor agreements align with budget requirements.
• Coordinate vendor timelines to ensure timely delivery, setup, and breakdown of services.
• Maintain positive vendor relationships for future collaborations.
• Troubleshoot and resolve vendor-related issues quickly to avoid event disruptions.
• Track vendor performance and provide feedback for continuous improvement.

Requirements

• Minimum of 1–2 years of experience in event coordination, hospitality, customer service, administration, or a related role.
• Previous experience in an event company, hospitality environment, or similar fast-paced setting is an advantage.
• Strong organizational and coordination skills.
• Excellent communication and interpersonal skills.
• Ability to work effectively under pressure and manage multiple tasks.
• Good attention to detail and ability to follow instructions.
• Proactive attitude with a willingness to take initiative.
• Basic knowledge of event logistics, vendor coordination, and event setup.
• Comfortable working directly with clients, guests, vendors, and event teams.
• Basic knowledge of social media and content creation is an advantage.
• Ability to work Tuesday to Sunday and support event activities when required.
• Must be reliable, punctual, presentable, and professional.

Key Competencies

• Event Coordination
• Organization & Planning
• Client & Guest Service
• Vendor Management
• Communication Skills
• Teamwork & Collaboration
• Problem Solving
• Attention to Detail
• Time Management
• Proactiveness
• Adaptability
• Ability to Work Under Pressure