Job Description

JOB PURPOSE

Support the planning, coordination, and execution of conferences to achieve organizational objectives and deliver impactful attendee experiences. Ensure all conference activities are managed efficiently and professionally, contributing to the organization’s reputation and image. Provide operational and logistical support for events, official visits, and merchandise initiatives, collaborating with internal and external stakeholders to facilitate seamless execution and continuous improvement.

The position serves as a key coordinator for conferences, acting as a support resource for events, visits, and merchandise activities. It facilitates collaboration among internal teams and external partners, upholds professional standards, and contributes to the delivery of high-quality, memorable experiences for all participants.

KEY ACCOUNTABILITIES

CONFERENCE MANAGEMENT

Execute the comprehensive planning, coordination, and delivery of conferences by managing logistics, programme development, invitations, protocol compliance, and on-site operations. Ensure all conferences align with organizational objectives, meet stakeholder expectations, and contribute to the university’s reputation. Monitor conference KPIs such as attendance, participant satisfaction, and post-event evaluations, and prepare detailed reports and recommendations for continuous improvement.

UEVENT MANAGEMENT

Coordinate the implementation and evaluation of UEvent initiatives by supporting the design, scheduling, and execution of UEvent activities. Collaborate with internal teams and external partners to ensure UEvent events are well-organized, impactful, and aligned with conference management goals. Maintain accurate records of UEvent activities and assist in post-event analysis to identify successes and areas for enhancement.

STAKEHOLDER ENGAGEMENT

Develop and sustain effective working relationships with internal teams, external partners, sponsors, vendors, and community stakeholders. Facilitate communication and collaboration to ensure the successful execution of conferences, UEvent, events, and visits. Represent the university professionally in all interactions, supporting superior’s engagement strategies and reputation-building efforts.

EVENT AND VISIT SUPPORT

Prepare and facilitate logistics for events and official visits by assisting in venue arrangements, guest management, protocol and ceremonial requirements, and on-site support. Ensure all activities are executed efficiently, comply with university standards, and deliver memorable experiences for attendees. Support superior and team in managing high-profile events and visits, contributing to seamless operations and stakeholder satisfaction.

COMPLIANCE AND PROTOCOL ADHERENCE

Facilitate compliance with relevant policies, guidelines, and legal requirements by ensuring all activities adhere to established protocols and standards. Monitor and enforce protocol and ceremonial requirements for conferences, UEvent, events, and visits, upholding professional standards and organizational values.

PROCESS IMPROVEMENT AND QUALITY ASSURANCE

Review and improve operational processes by participating in post-activity evaluations, gathering feedback, and identifying areas for process enhancement. Implement best practices in conference and event management, and contribute innovative ideas to increase efficiency, effectiveness, and stakeholder satisfaction.

ADMINISTRATIVE AND REPORTING SUPPORT

Prepare and maintain accurate records, databases, and reports for conferences, UEvent, events, and visits. Track budgets, leave, and training for assigned activities, and provide timely documentation and presentations to management and stakeholders. Support management decision-making and contribute to continuous improvement initiatives.

BRAND REPRESENTATION AND ENHANCEMENT

Uphold and enhance the organisation’s reputation through the delivery of high-quality conferences ensuring a consistent and positive brand image.

Qualification:

· Recognised Bachelor / Master Degree in any discipline preferably in Mass Communication, Public Relations, Marketing, Business Management or any relevant qualifications.

Experience:

· Minimum 3 years of experience in Event Management or Corporate Relations and Public Affairs portfolio or any relevant field.

· Knowledgeable in Protocol & Etiquette as well as matters related to event management.

· Professional qualification and advanced degree would be an added advantage

· Strong verbal and written English skills. Multiple language skills are preferable.

· Good time management skills – responsive, flexible and be able to manage multiple tasks, projects simultaneously, and meet strict deadlines.

· Works independently and remotely to majority of other teams.

· Strong organisational skills, planning skills and the ability to multitask.

· Strong interpersonal and communication skills and teamwork.

· Good knowledge in Microsoft 365

· Excellent communication skills, interpersonal skills and the ability to work with technical and non-technical business groups across the Company.