Administrative & Events Coordinator

The Business and Employment Centre is recruiting for the position of Administrative & Events Coordinator on behalf of one of our clients.

The Business and Employment Centre is recruiting for the position of Administrative & Events Coordinator on behalf of one of our clients. Our client is a community of diverse, versatile, and passionate people who come together on a journey to improve lives in Latin America and the Caribbean. Their people find purpose and do what they love in an inclusive, collaborative, agile, and rewarding environment.

Job Title: Administrative and Events Coordinator

Our client is looking for a self-motivated and detail-oriented individual to provide assistance to the Resource Planning and Administration team, as well as assist in event management and logistics and other administrative tasks within the Unit. As an ideal Administrative and Events Coordinator, you will demonstrate the capacity to work with teams, be able to develop creative approaches to everyday administrative and event challenges.  You should have the ability to work well in a fast-paced environment, to multitask, maintain a focus on details and have superb organizational abilities.

The current team regularly undertakes internal and external events that support strategic outreach, staff engagement and stakeholder collaboration. To ensure efficient, timely and high-quality delivery of these activities, dedicated coordination is required. The Administrative and Events Coordinator will provide end-to-end support for event planning and execution and contribute to the broader administrative functions of the office.

Responsibilities

The Coordinator will be responsible for the full lifecycle of event delivery, including:

Planning & Preparation

• Support the design, planning and scheduling of meetings, workshops, staff engagement activities and external stakeholder events.
• Identify event requirements, specifications and logistical needs.
• Develop checklists, timelines and coordination plans for each event.

Vendor Engagement & Procurement Support

• Liaise with vendors, suppliers and service providers to gather quotations in alignment with procurement guidelines.
• Ensure that quotations are complete and meet event requirements.
• Submit quotations for internal review and approval.
• Advise vendor of acceptance of quotation and confirm all service details once approval is granted.
• Ensure the vendor of the accepted quote is properly registered in the payment system

Event Delivery & On-Site Coordination

• Coordinate venue setup, catering, audiovisual needs, décor, materials and any additional logistics.
• Serve as the primary point of contact with vendors during event execution.
• Ensure that all services requested are delivered as per agreed standards and timelines.
• Troubleshoot issues on the event day to ensure smooth execution.

Post-Event Administration

• Verify service completion and vendor performance.
• Prepare and submit timely payment requests with all required supporting documents for vendor services.
• Conduct post-event follow-up, including feedback collection and lessons learned.

Administrative Support Functions

In addition to event coordination, the Coordinator will:

• Assist the Resource Planning and Administration team with a range of operational and administrative tasks such as filing, drafting correspondence and supporting office logistics.
• Provide customer service support to staff, visitors and external partners as needed.
• Assist with small procurement tasks and general administrative workflows.

Backup & Coverage Responsibilities

• Serve as backup support for members of the Resource Planning and Administration team when on leave or unavailable to ensure business continuity.

What you'll need

• Education: BSc. in Social Sciences, Management or other fields

relevant to the responsibilities of the role.

• Experience: At least 2 years of relevant work experience in an administrative

Role and organizing events and workshops of a similar nature.

• Languages: Spoken and written proficiency in English is required

• Demonstrated ability to manage multiple events simultaneously.
• Strong organizational skills and attention to detail.
• Experience liaising with vendors and managing procurement or quotation processes.
• Excellent communication and interpersonal skills.
• Proficiency with MS Office Suite (Word, Excel, Outlook) and basic administrative systems. Knowledge and use of SAP would be an asset
• Ability to work independently, meet deadlines and provide high-quality service in a fast-paced environment.