Event Administrator

Position: Team Lead / Assistant Manager - Event Administration

Reports To: Delivery Manager

Role Description:

• Responsible for managing and supervising the training event administration team to ensure the smooth planning, coordination, execution, and closure of training programs and events.
• The role oversees end-to-end event administration, participant communication, registration, trainer coordination, scheduling, documentation, and reporting while maintaining high standards of service, operational efficiency, and participant experience.
• The position also drives process improvements, team performance, and collaboration with internal stakeholders to ensure training events are delivered on time, and in accordance with organizational/client standards.

Key Responsibilities:

• Training Event Planning and Administration
• Manage creation, changes, cancellations, rescheduling, and last-minute requirements effectively.
• Coordinate pre-event, on-the-day, and post-event administrative activities to ensure seamless execution.
• Supervise participant registration, nomination management, attendance tracking, and confirmation processes.
• Ensure timely scheduling of training sessions, trainer assignments, virtual meeting arrangements, and resource allocation.
• Oversee the end-to-end administration of training programs, workshops, seminars, webinars, and other learning events.
• Team Leadership and Performance Management
• Support onboarding and training of new team members and ensure adequate backup coverage for critical activities.
• Build a collaborative, accountable, and customer-focused team culture.
• Conduct regular team meetings, provide feedback, coach team members, and identify development needs.
• Set clear performance expectations and monitor individual and team productivity.
• Allocate workloads, establish priorities, and monitor task completion to ensure timely and accurate delivery.
• Lead, guide, and supervise the training event administration team to achieve operational and service delivery targets.
• Trainer and Stakeholder Coordination
• Ensure all stakeholders receive accurate and timely information about training schedules, joining instructions, and event updates.
• Address stakeholder queries, resolve operational issues, and escalate critical matters when required.
• Coordinate with internal departments and external vendors for venues, catering, travel, accommodation, equipment, and other event-related services, as applicable.
• Maintain effective communication with trainers regarding schedules, session requirements, learning materials, and logistical arrangements.
• Act as the primary administrative coordination point for trainers, facilitators, participants, business units, and other stakeholders.
• Training Records, Systems, and Reporting
• Ensure confidentiality, accuracy, and appropriate handling of employee and training-related information.
• Maintain appropriate documentation for audits, compliance requirements, and management reviews.
• Prepare regular reports on training delivery, participation, attendance, cancellations, completion rates, and operational performance.
• Oversee the updating of learning management systems (LMS), training databases, and other administrative tools.
• Ensure accurate and timely maintenance of training calendars, attendance records, participant lists, feedback forms, and completion data.
• Event Execution and Quality Assurance
• Establish and maintain consistent service standards and administrative quality checks.
• Conduct post-event reviews to capture lessons learned and improve future event delivery.
• Collect and consolidate participant and trainer feedback, identify recurring issues, and recommend corrective actions.
• Monitor participant experience and coordinate the resolution of issues affecting training delivery.
• Ensure training sessions start and finish as scheduled and that administrative support is available throughout delivery.
• Monitor event readiness through pre-event checklists and coordination reviews.
• Process Improvement and Operational Efficiency
• Support the implementation of new training processes, systems, policies, and service delivery improvements.
• Track recurring operational challenges and implement preventive measures.
• Monitor administrative costs, vendor performance, resource utilization, and event-related expenditure, where applicable.
• Identify opportunities to streamline processes, reduce manual effort, and improve turnaround time through automation and effective use of technology.
• Develop and standardize standard operating procedures (SOPs), templates, checklists, and workflows for training administration.

Required Qualifications and Experience:

• Bachelor's degree in any stream
• Typically 4–6 years of experience in training administration, learning operations, event coordination, or a related function.
• At least 1–3 years of experience in team leadership, people supervision, or operational coordination.
• Experience coordinating with trainers, senior stakeholders, vendors, and cross-functional teams.
• Experience working with learning management systems, scheduling tools, reporting systems, and Microsoft Office applications.
• Experience managing multiple training programs and events simultaneously.