Whole School Events Coordinator

Haileybury Astana is committed to safeguarding and promoting the welfare of children and young people and expects all staff and those connected to the school to share this commitment. Applicants must be willing to undergo child protection screening including reference checks with previous employers and police checks. Online searches will be done as part of due diligence checks for shortlisted candidates.

Haileybury Astana School is Equal Opportunity Employer.

As part of our safer recruitment process, we will be conducting thorough online searches, extensive background checks, and collecting references.

We are looking for an experienced and a passionate Events Coordinator with an outstanding track of records to join us at Haileybury Astana School.

Type of contract: 1 year contract with mutual prolongation

Start date: October 2024

Benefits:

• Transportation to/from School
• Healthy Breakfasts & Lunches in School
• Paid leave 30 calendar days
• Wellness program
• Medical Insurance
• CPD / Trainings

• International & Friendly environment

• Monday to Friday, 8am to 5pm, work schedule

Responsibilities:

• Plan and coordinate school-wide events to enhance the educational environment.
• Collaborate with stakeholders to understand their vision, concepts, and requirements for upcoming events.
• Manage event logistics, including venue selection, catering, transportation, and equipment setup.
• Oversee event staff and volunteers to ensure smooth operations.
• Promote and safeguard the welfare of children and young persons during events.
• Ensure health and safety measures are in place during events.
• Coordinate with external vendors and suppliers for event-related services.
• Assist in marketing school events to maximize participation.
• Conduct post-event evaluations to assess and improve event success.
• Work closely with SLT and General Director to manage event costs within the school budget.
• Research resources and lead pre-event meetings to assist the Senior Leadership Team or other staff in making decisions about event design.
• Plan and facilitate logistics for events, including contract negotiations, guest lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, and marketing materials.
• Maintain and build a comprehensive database of industry contacts, vendors, and venues.
• Troubleshoot and handle any issues that arise on the event day.

Skills and Knowledge:

• A Bachelor’s degree in Event Management, Hospitality, or a related field is preferred.
• Demonstrated experience in event planning and coordination.
• Strong organizational and project management skills.
• Excellent communication and interpersonal abilities.
• Experience in budget management.
• Creativity and a keen attention to detail.
• Ability to work effectively under pressure and meet deadlines.
• Knowledge of child protection, safeguarding, and health and safety guidelines.