The Events and Engagement Officer is responsible for planning, coordinating, and executing high-profile academic/nonacademic and institutional events. The role ensures exceptional attendee experience, seamless logistics, effective communication, and strong stakeholder engagement. This position works closely with leadership, Director Operations, external partners, and service providers to deliver events that align with the institution’s strategic objectives and reputation for excellence.

• Coordinate the end-to-end planning and execution of academic conferences, workshops, symposiums, and visits.

• Develop detailed event timelines, floor plans, and run-of-show documents.

• Manage on-site operations including registration, venue setup, AV coordination, catering, and other requirements.

• Ensure compliance with campus policies, safety standards, and protocol guidelines for high-profile attendees.

• Coordinate cross-functional input and approvals required for high-impact events.

• Plan, coordinate, and execute end-to-end logistics for events, including travel arrangements, accommodation, transportation, airport assistance, visas (if required), room bookings and setup, catering, formal meetings, cultural or social activities, and related services.

• Manage event-related procurement and financial processes, including raising purchase requisitions (PR), processing purchase orders (PO), completing service entry sheets (SES), handling invoice processing, supporting vendor onboarding and registration, tracking event budgets, and conducting post-event financial reconciliation.

• Serve as a liaison between internal departments and external vendors/service providers (e.g., catering, transport, event agencies) to coordinate event requirements and ensure successful execution.

• Collect and report data on events — attendance, stakeholder feedback, vendors performance — prepare briefings and post-event evaluations and recommend continuous improvements for future events.

• Coordinate marketing/communication support for events when required — working with Communications/Marketing teams for promotion, invitations, program materials, and event collateral.

• Ensure messaging, invitations, guest communication, and branding align with institutional guidelines.

• Support creation of event programs, printed materials, and signage.

• Manage multiple events/projects concurrently; adjust plans and timelines as needed to accommodate changing priorities or unexpected developments.

• Support onboarding of event-related contractors or temporary support staff.

• Perform additional duties as required to support emerging priorities or new institutional initiatives managed by the Events Team.

• Organizational Skills: Exceptional ability to manage multiple projects and priorities simultaneously, demonstrating strong attention to detail.

• Communication Skills: Excellent verbal and written communication skills to effectively interact with diverse stakeholders.

• Problem-Solving: Strong analytical and problem-solving abilities to address challenges that arise during event planning and execution.

• Team Collaboration: Proven ability to work collaboratively in a team environment and foster positive working relationships

• Excellent computer skills in programs such as Microsoft Office, events platforms, Shopify, Formstack, Adobe Suite

• Adaptability: Flexibility to adapt to changing circumstances and priorities, with a proactive approach to overcoming obstacles.

• Bachelor’s degree in Event Management, Communications, or a related field.

• At least two (2) years of experience in event planning, logistics coordination, or a similar role, preferably in an academic or research environment.

• Demonstrated experience in coordinating events of varying sizes and complexities, with a track record of successful execution.

• Experience in budget management and financial tracking for events.