Project Coordinator - PC202610

Holy Spirit University of Kaslik · 4 months ago
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Department
Marketing and Communications Office - USEK
Applications Received
237

JOB SUMMARY

The Project Coordinator supports the planning, coordination, and execution of events under the supervision of the Head of Events. The role ensures that all logistical, administrative, and operational aspects of events are delivered efficiently, on time, and in alignment with the University’s brand and objectives.


RESPONSIBILITIES AND TASKS

  1. Liaison with internal offices and units
  2. Assists in the planning and implementation of institutional/academic events.
  3. Requests assistance with the setup/removal of event arrangements.
  4. Sends details to ensure press coverage both before and after the event.
  5. Provides the Protocol Unit with a confirmation list of attendees.
  6. Books student volunteers for the welcoming committee.
  7. Shares a list of attendees needing parking facilities with the Campus Security and Safety Office.
  8. Coordinates the need for promotional items and gifts with the Purchasing Department and warehouse keeper.
  9. Follows up on audiovisual materials with the photographer and videographer.
  10. Requests IT assistance as needed.
  11. Sends the final details of the event for archiving.
  12. Event coordination with stakeholders
  13. Sets a meeting with the organizing unit and discusses the project request details.
  14. Coordinates with the Head of Events to make sure that the requirements align with the allocated budget set for this event category.
  15. Monitors event timelines, ensuring appropriate follow-up and conformity with deadlines.
  16. Follows up on adequate event promotion with various stakeholders.
  17. Monitors suppliers according to the events check list.
  18. Coordinates with the Head of Events to finalize the order of precedence and send it to the Master of Ceremonies for the welcoming address.
  19. Coordinates event logistics with external suppliers, such as catering, travel agency, promotional gifts and trophies, flowers, and external light/sound engineers.
  20. Sends printing materials to the printing house and tracks their execution and delivery.
  21. Sends an internal email promoting the event to the entire USEK community.
  22. Develops the external invitee list based on the request of the organizing unit:
  23. Prepares invitations with barcode labelling and coordinates with the Courier Service for delivery.
  24. Creates and distributes mass mailings for e-cards and posters via a dedicated program.
  25. Monitoring and Evaluation
  26. Monitors the event process in person to prevent any potential problems:
  27. Before the event: Verifies that all requirements are in place.
  28. During the event: Troubleshoots and resolves any issues.
  29. After the event: Supervises dismantling, removal of furniture and fittings, and efficient venue clearance.
  30. Conducts a post-event evaluation with the Head of Events and the organizing unit.
  31. Updates the list of external invitees annually.


KNOWLEDGE AND SKILLS

  1. Familiarity with protocol and proper etiquette.
  2. Knowledge of project cycle management and related tools.
  3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  4. Strong understanding of event logistics, vendor coordination, and timeline management.
  5. Excellent planning and organizational skills.
  6. Strong organizational and problem-solving skills with attention to detail.
  7. Excellent verbal and written communication skills, particularly in English.
  8. Ability to work with a team and show a collaborative and supportive attitude.
  9. Adaptability and calm under pressure, especially during events.
  10. Accountability and reliability.
  11. Creative thinking skills with an eye for quality and presentation.
  12. Willingness to work flexible hours, including evenings or weekends as required by events.


EDUCATIONAL BACKGROUND AND EXPERIENCE

  1. Bachelor’s degree in Management or any relevant field.
  2. 4 years of proven experience in event coordination or project management, preferably within a university, corporate, or cultural institution.


Candidates must meet all employment requirements, including – but not limited to – education and certification requirements, reference checks, and criminal background checks.


Additional details about this position will be provided to shortlisted candidates only.