Extracurricular Activities coordinator

Chrysalis high school Corporate office

Working Days (Monday to Saturday )2nd and 4th Saturday off

Locations : whitefield bangalore

• Event Planning & Strategy
• Plan and oversee all central and campus-level events across the school chain.
• Develop the annual event calendar in coordination with academic, marketing, admissions, and campus teams.
• Define event objectives, timelines, budgets, and execution plans.
• End-to-End Event Execution
• Take ownership of events from conceptualisation to closure.
• Ensure smooth execution of school events such as annual day, sports day, exhibitions, competitions, celebrations, award ceremonies, orientations, workshops, and special events.
• Ensure events are conducted consistently across campuses as per organisational standards.
• Campus Coordination
• Coordinate with Campus Heads, Academic Heads, Admin, HR, Marketing, Admissions, and other stakeholders.
• Clearly allocate responsibilities and timelines to respective campus teams.
• Monitor campus-level execution and provide support wherever required.
• Vendor & Partner Management
• Identify, evaluate, and coordinate with event vendors, production agencies, decorators, photographers, entertainers, artists, technical teams, etc.
• Negotiate commercials and ensure quality delivery within approved budgets.
• Maintain a reliable vendor database.
• Budget & Cost Management
• Prepare event budgets and obtain necessary approvals.
• Monitor expenses and ensure events are delivered within approved budgets.
• Track quotations, purchase orders, invoices, and vendor payments in coordination with Finance/Admin.
• Event Production & Logistics
• Oversee venue setup, stage, sound, lighting, branding, seating, transportation, catering, security, registrations, and other logistics.
• Prepare detailed event checklists and run-of-show documents.
• Ensure all arrangements are completed within defined timelines.
• Brand & Experience
• Ensure all events reflect the school's brand standards and positioning.
• Maintain consistency in event quality, communication, branding, décor, and overall experience across campuses.
• Focus on creating engaging experiences for students, parents, employees, and guests.
• Risk Management & Safety
• Ensure appropriate safety, security, crowd management, emergency preparedness, and child-safety measures.
• Identify potential risks in advance and ensure contingency plans are in place.
• Team Management
• Lead and guide the event team and coordinate with campus event coordinators.
• Allocate responsibilities and monitor performance.
• Build event execution capability within campus teams.
• Post-Event Review
• Conduct post-event reviews and gather feedback from key stakeholders.
• Analyse event outcomes, attendance, expenditure, feedback, and challenges.
• Prepare event reports and recommend improvements for future events.

Key KPIs

• Events delivered on time and within approved budget
• Event quality and stakeholder satisfaction
• Campus compliance with event standards
• Vendor performance and cost optimisation
• Attendance/participation levels
• Number of event-related escalations
• Post-event feedback scores
• Timely closure of event documentation and payments
• Consistency of event experience across campuses

Pay: ₹10,592.58 - ₹36,480.14 per month

Benefits:

• Provident Fund

Work Location: In person