Event Assistant & Coordinator

KIS International School, Reignwood Park Campus

Job Description: Event Assistant & Coordinator

Working Conditions:

• Full-time contract

• 5 working days per week, from 08:00 to 17:00, including a 1-hour break, or up to a maximum of 48 flexible working hours per week, depending on the work schedule and subject to approval by the Director of Operations.

• 2 days off per week and 13 public holidays per year. The actual days off and public holidays are flexible and will be based on the work schedule.

• Requires evening and weekend commitments

• Not eligible for overtime pay.

• Flexible working hours, including evenings, weekends, and public holidays when events are scheduled.

• Regular onsite supervision during events.

• Vacation as per administrative staff.

Reports to: Event Manager

Position Summary

The Event Assistant & Coordinator is responsible for coordinating and supervising external events hosted on school premises, including the auditorium, conference rooms, sports facilities, and other school facilities. The role serves as the primary liaison between external clients and the school, ensuring events are delivered safely, professionally, and in accordance with school policies and facility requirements.

In addition, the role provides operational support for internal school events, collaborating with other departments to ensure successful event delivery and positive experiences for students, parents, staff, and visitors. On occasions support large events at the Bangkok Campus.

Qualifications & Experience

• Bachelor's degree in Event Management, Hospitality, Business Administration, or a related field.
• Minimum 2 years of experience in sales, event coordination, hospitality, or facilities operations.
• Experience in an international school or educational environment is an advantage.

Skills & Competencies

• Strong in planning, coordination, and task management skills.
• Excellent customer service and stakeholder management abilities.
• Strong organizational and multitasking capabilities.
• Effective problem-solving and decision-making skills.
• Strong communication and interpersonal skills
• Ability to communicate in English for a basic-intermediate level.
• Ability to work independently and collaboratively in a multicultural environment.
• Proficiency in Google Workspace, Canva, and office software tools.

Key Responsibilities

Event Management

• Act as the primary point of contact for external organizations, community groups, sports clubs, corporate clients, and event organizers utilizing school facilities.
• Manage venue bookings and event coordination from initial inquiry through event completion.
• Conduct site inspections and facility tours for prospective clients.
• Coordinate event requirements, venue layouts, technical needs, logistics, and operational arrangements for both external venue hires and internal school events.
• Support the planning and execution of major school events, including performances, sports tournaments, graduations, open houses, parent engagement activities, and community events.
• Serve as the school's onsite representative during events, overseeing setup, event delivery, and breakdown activities.
• Monitor event operations to ensure activities run according to schedule and resolve operational issues as they arise.
• Conduct post-event inspections and evaluations, identifying maintenance needs and opportunities for continuous improvement.

Stakeholder, Facility & Vendor Management

• Liaise with internal departments, including Facilities, Operations, Security, Housekeeping, IT, Academic Teams, and other stakeholders to ensure event readiness and successful delivery.
• Coordinate vendors, caterers, production teams, contractors, and service providers, ensuring compliance with school policies and operational requirements.
• Ensure the efficient use, protection, and reinstatement of school facilities and equipment before, during, and after events.

Health, Safety & Compliance

• Ensure all events comply with school policies, contractual obligations, safeguarding standards, health and safety regulations, and security procedures.
• Monitor venue occupancy, crowd management, and safety requirements throughout events.

Administration & Reporting

• Maintain venue booking calendars, contracts, event schedules, and operational records.
• Prepare event reports, facility utilization statistics, client feedback summaries, and recommendations for operational improvements.

KISRP International School is committed to creating a safe and supportive environment in which our students can feel secure in all of their experiences within the school community. All members of the community should at all times show respect and understanding for an individual’s rights, safety, and welfare, and understand that all play a role in the safeguarding of our students, conducting themselves in a way that follows the law and reflects the ethos and values of the school.

KISRP uses the comprehensive international standards developed by the International Taskforce for Child Protection as this provides a framework for the implementation of safeguarding policies and procedures. Our school's child safeguarding policy and supporting policies and procedures are written in support of the United Nations Convention on the Rights of the Child and aim to follow procedures stated by the Thai Ministry of Education, Thai Employment Law, and the Thai Child Protection Policy.