Events & Activations Coordinator

Job Purpose:

• This role will provide administration support to Officer – Marketing & Partnerships for the internal Projects and on-ground activations, including but not limited to Brand & Communications department. Coordinate with Events, Activations and Partnerships team for the day-to-day project activities and act as runner for external tasks. Support the department for their budget related activities.
• The job holder should support in the set-up of meeting and events related activities for on-ground activations & video production activities and works closely with the other company units.

Job Description:

• Provide support to ensure successful delivery of of all activations and partnerships.
• Maintain and update weekly project schedule and ensure to follow office workflow procedures in order to maximum efficiency.
• Assist in the raising and coordinating the procurements requests on the systems.
• Perform basic bookkeeping activities and update the budget utilization reports.
• Support with suppliers’ on-site works, logistics, and deliveries for all on ground activations.
• Assists with packing and distribution of collaterals and materials for all on ground activations.
• Support the Dubai Airshow project team to ensure successful delivery and closing of Dubai Airshow Project
• Assist in maintaining and updating the weekly project plans and trackers.
• Support in the distribution management of the collaterals.
• Track and update the reports related to the procurement and budget related activities.
• Support all the invoices submissions for the project financial closing
• Coordinates externally with suppliers, stakeholders for delivery of material and distribution.
• Assists with packing of collaterals and materials for Dubai Airshow.
• Assist in organizing and arranging the project board meetings for preparation of Dubai Airshow 2025.
• Support the team for their weekly and monthly meetings with internal DA units and external stakeholders by managing schedules, calendars, and appointments.
• Serve as a point of contact and liaison for the attendees of the meetings, coordinate their access to DA office and provide general support.
• Prepare (physical and electronical) archives of all the documents and correspondence in the assigned platforms.
• Provide on-ground support to Brand and Communications team with any activations, filming, and photo shoots.
• Ensure all the HSSE and safety guidelines are followed.
• Assist and provides support to other team members within Brand & Communications in organizing documents required for filming permits and Airport pass applications when required.
• Transport the equipment to different locations and ensure they are returned in perfect condition.
• Supports the brand team supervise any activations, installations and site works if and when required.
• Coordinate with suppliers for logistics required for the activations and arrange meetings.

• Excellent Communication and interpersonal skills
• Expert in MS Office, including Word, Excel, PowerPoint and Outlook
• Experience in stock management, distribution, inventory, and ledger management.
• Excellent time-management, able to work under pressure and follow instruction.
• Good communication and interpersonal skills.
• Knowledge of Procurement and Finance procedures/processes.
• 2 – 3 Years of experience preferred in events.