Responsibilities Approx. % of time
Event Planning and Implementation (60%)
61 Support Head of Marketing in the execution of events owned by Marketing Department, from start to the end, including managing timelines, resources, and logistics.
61 Support Events Manager in the execution of events are co-owned by EiM and Schools such as Shakespeare Festival, Worldwide Festival of Music, Dulwich Games, etc.
61 Drive the execution of EiM and school events such as Diversity, Shackleton Lectures, Planet Hack, etc
61 Manage event setups, including coordinating movers and overseeing logistics.
61 Work with relevant departments to prepare risk assessments for events.
61 Liaise with Purchasing and Finance departments to handle payments and purchase requests.
61 Order supplies and manage procurement for events, ensuring timely delivery and setup.
61 Coordinate logistics for guest speakers and visitors with the EiM Events Team.
61 Secure event venues and arrange for appropriate signage.
61 Collaborate with the Operations and Government Relations teams to secure permits from local authorities when necessary.
61 Lead and project-manage school events as needed, ensuring smooth coordination between involved teams. This includes holding event meetings with the event organisers, ICT, Theatre and Operations team, and outsourced team including cleaning, security and maintenance team; explain the importance of each events, share clear roles and trouble shoot to identify risks.
61 For events that Marketing is a co-owner, coordinate with event organisers/owners in order to make proper arrangement beforehand.
61 Communicate with event organiser to gather all the related information. Manage phone/e-mail correspondence for departmental personnel and issues related to activities
61 Co-ordinate with Operation Department all set-up work requests related to events and activities including manpower planning and scheduling
61 Coordinate with supplier to make sure resources availability for the smooth running of events
61 Set up yoopay landing pages for RSVP/Ticket selling, if needed.
61 Support school-specific events.
61 Support events organised by Friends of Dulwich.
61 Oversight of Friends of Dulwich events with support for any on campus events.
Event Marketing and other support (30%)
61 Coordinate with involved parties all pre-and post-event marketing needed, including support with managing photography, videography, gift items etc.
61 Promotion of school events to create awareness and drive attendance, including working on promotional materials with Event Owner and in the internal staff Teams channel.
Post-Event follow up (5%)
Perform any other duties as assigned (5%)
Skills and Experience Required
Capabilities
61 Self-motivated, with ability to work with a team and use own initiative when required.
61 Strong communication skills. Ability to interact with all kinds of people
61 Strong organisational skills to manage information, processes and procedures effectively with ability to pay attention to detail
61 Ability to establish effective and productive working relationships with staff, students and parents
61 Initiative and good manner
61 Knowledge in planning and logistic operation
Experience
Mandatory
61 University degree
61 Relevant work experience in event administration for at least 2 – 3 years.
61 Excellent computer skills including Word, Excel, PowerPoint, and e-mail.
61 Fluency in spoken and written English and Chinese.
Desired but not mandatory
61 Customer service experience
Dulwich College International is committed to safeguarding and promoting the welfare of all the students in our care and expects all applicants to share this commitment. We follow safe recruitment practices which are aligned to the recommendations of the International Task Force on Child Protection. We hold ourselves to a high standard of effective recruiting practices with specific attention to child protection. All appointments are subject to an interview, identity checks, criminal record checks, and successful references.