Event Coordinator

Role Overview

• Support the planning, coordination and delivery of conferences, exhibitions, networking events, awards ceremonies and other live events across the portfolio.
• Assist with event build-up, live event operations and breakdown activities to ensure events are delivered successfully.
• Provide logistical and administrative support to the Head of Global Events and Event Manager throughout the event lifecycle.
• Manage event-related administration, ensuring all documentation is accurate and up to date.
• Maintain project trackers, event databases and assist with registration systems.
• Assist with coordinating event registration processes and attendee communications.
• Assist with supplier sourcing, quotation requests and vendor communications.
• Support procurement activities, including online purchases, purchase tracking and maintaining invoice and receipt records.
• Update event websites and digital content as required.
• Liaise with internal departments including Sales, Marketing, Partnerships, Finance and Relationships to ensure effective delivery of events.
• Monitor deadlines and proactively follow up on outstanding actions to ensure projects remain on track.
• Identify opportunities to improve operational processes and event delivery efficiencies.
• Assist in resolving operational issues and challenges before, during and after events.
• Deliver a high standard of customer service to attendees, sponsors, exhibitors, speakers and suppliers.
• Support post-event reporting, feedback collection and project evaluations.
• Travel and provide onsite support at events when required.

Requirements

• Support the planning, coordination and delivery of conferences, exhibitions, networking events, awards ceremonies and other live events across the portfolio.
• Assist with event build-up, live event operations and breakdown activities to ensure events are delivered successfully.
• Provide logistical and administrative support to the Head of Global Events and Event Manager throughout the event lifecycle.
• Manage event-related administration, ensuring all documentation is accurate and up to date.
• Maintain project trackers, event databases and assist with registration systems.
• Assist with coordinating event registration processes and attendee communications.
• Assist with supplier sourcing, quotation requests and vendor communications.
• Support procurement activities, including online purchases, purchase tracking and maintaining invoice and receipt records.
• Update event websites and digital content as required.
• Liaise with internal departments including Sales, Marketing, Partnerships, Finance and Relationships to ensure effective delivery of events.
• Monitor deadlines and proactively follow up on outstanding actions to ensure projects remain on track.
• Identify opportunities to improve operational processes and event delivery efficiencies.
• Assist in resolving operational issues and challenges before, during and after events.
• Deliver a high standard of customer service to attendees, sponsors, exhibitors, speakers and suppliers.
• Support post-event reporting, feedback collection and project evaluations.
• Travel and provide onsite support at events when required.

Benefits

• Private health insurance after probation. (For full time employees)
• Employee Assistance Programme: support for mental health, finances, legal advice and more (also available for your family). (For full time employees)
• Retail discounts platform. (For full time employees)
• Flexible working hours and remote-friendly setup
• For Malta-based employees: access to our HQ office, snacks, coffee, and team socials.