Job Description

Event Coordinator (Part-time Contract) at JESS


Events
Listed On: 8 November 2024


Expires On: 22 November 2024


Dubai
The Jumeirah English Speaking School (JESS) Dubai is seeking part-time Events Coordinator, who must be available to join in January 2025.
Working hours: Part-time (two to three days per week).

Location: Arabian Ranches (but will be required to attend Jumeirah campus from time to time).

Reporting to: Head of Administration and Governance & Marketing Manager.



Rationale



As we approach Jumeirah English Speaking School's 50th anniversary, we are planning a series of events and activities to celebrate this milestone. These will require extensive research, planning, preparation and coordination beyond the scope of current responsibilities. This role will be key in planning for, preparing, and executing the project plan, working closely with the dedicated in-house working group, formed of individuals from leadership, admin and marketing.



This role offers a unique opportunity to contribute to a landmark celebration in our school's history. We seek a dedicated and enthusiastic individual who can bring our vision to life and ensure the success of our 50th anniversary events.



Safeguarding Statement



Safeguarding is everybody's responsibility. All staff working at JESS will have some contact with children and young people and will therefore be in a position of trust. Staff with teaching duties will be responsible for the students that they teach and may also have additional specific pastoral or other responsibilities for other students they do not teach. In addition, all staff will regularly interact with students who may seek assistance or otherwise interact with them whilst moving around the school. In all cases, staff have the responsibility for promoting and safeguarding the welfare of the students and must adhere to and always ensure compliance with the school's Safeguarding and Child Protection Policy and procedures to include whistleblowing and ensure all concerns are immediately passed on to the school's Designated Safeguarding Officer(s) (DSO).



Key Responsibilities



1. Event Planning:


• Support the development and execution of the event plan for the 50th anniversary celebrations, including timelines, budgets, and resource allocation.
• Coordinate with the marketing team to create promotional materials, including a 50th anniversary logo and collateral.
• Evaluate staffing requirements for the events and activities.
• Liaise with external suppliers, including venues, caterers, entertainment providers, designers and printers to ensure all event requirements are met.
• Proactively handle any arising issues and troubleshoot any emerging problems on the event/activity day.
• Oversee the logistics of each event and activity.
• Ensure compliance with insurance, legal, health and safety obligations


2. Collaboration and Coordination:


• Work closely with the dedicated working team to ensure all events and activities align with the school's vision, values and objectives.
• Facilitate regular meetings with the working group to provide updates and gather feedback.
• Conduct pre- and post - event evaluations and report on outcomes to the working group.
• Coordinate with designers to create visually appealing and cohesive materials.


3. Special Projects:


• Assist in authoring a special 50th anniversary book, including researching and compiling historical information from the school's archives.
• Plan and execute a variety of events, such as a celebratory ball, official openings of new buildings, and other commemorative activities.


4. Marketing and Promotion:

Work closely with the marketing team to curate content for social media campaigns that will maintain momentum over the course of the year and which, support the 50th anniversary events and activities.



5. Budget Management:


• Prepare and manage event budgets, ensuring all activities are cost-effective and within allocated funds.
• Monitor expenses and provide regular financial reports to the working group.

Key Relationships



Internal:


• Director
• Head of Finance and Operations
• Head of Governance and Administration
• Headteachers
• Arabic Administration Manager
• Marketing Team
• Facilities Team
• Students
• Teachers

External:


• Parents
• Dubai/UAE government authorities

Person Specification



Qualifications:


A qualification in Event Management, Marketing, Communications, or related field is desirable.


Skills and Experience:


• Demonstrated ability to manage events and projects.
• Experience in event management, within an educational setting would be advantageous.
• Strong organisational and project coordination skills.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks simultaneously.
• Experience in liaising with external suppliers and managing vendor relationships.
• Creative thinking and problem-solving abilities.
• Experience in copywriting, authoring or contributing to publications is advantageous.
• Experience using Office 365

Application Process



Please send your CV and completed application form (attached below) to by 22 November 2024 through the submission form below.


The start date for this role is January 2025.


JESS Dubai Application Form 2024.docx


JESS Dubai Application Form 2024.docx