Event Coordinator

We are looking for a world-class Event Coordinator, someone who thrives on organization, precision, and creative problem-solving, to join our Events & Community team as second in command to the Head of Events. You will play a key role in delivering premium international events that bring together entrepreneurs, thought leaders, and innovators. From project managing pre-event logistics and coordinating design and vendor teams to ensuring on-site excellence and managing post-event wrap-ups, you will be involved in every step that makes an event unforgettable.

This is a hybrid role based in Bali. While much of the preparation can be managed remotely, the role requires regular presence at the Genius City office (once operational) and full on-site involvement during live events.

Pre-Event Planning

Project manage timelines, tasks, and budgets for multiple live and hybrid events.

Coordinate design and production of all event materials (banners, signage, print assets, digital collateral).

Support with supplier communications, quotes, and payments tracking.

Manage client, speaker, and partner communications leading up to events.

Prepare detailed event run sheets, task lists, and team briefings.

Align with marketing and communications teams on branding, messaging, and campaigns.

On-Site Execution

Act as second in command to the Head of Events, managing day-to-day on-site operations.

Lead registration, front-of-house, and guest management teams.

Oversee venue setup and breakdown, including furniture layout, branding installation, decor, signage, registration areas, stage design, and AV setup.

Coordinate internal team tasks, ensuring smooth event flow and on-time delivery.

Liaise with vendors, venue staff, and AV teams to resolve issues quickly.

Oversee VIP, sponsor, and speaker experience management.

Post-Event Coordination

Manage wrap-up, reporting, and client communication post-event.

Coordinate video and photo post-production, including briefings and delivery timelines.

Collect and analyze data: attendance, engagement, budget summaries, and post-event feedback.

Support community engagement activities between events including email follow-ups, group posts, and check-ins.

Community & Engagement Support

Maintain high-touch communication with clients and partners.

Help nurture engagement in online groups or event communities.

Coordinate reminders, updates, and follow-up initiatives to keep members connected.

Preferred Skills & Tools

Project Management: Asana, ClickUp, Airtable, Notion, or similar.

CRM & Data: Salesforce or equivalent CRM experience.

Budget & Reporting: Excel or Google Sheets proficiency.

Design Coordination: Familiarity with Canva (preferred).

Production Oversight: Understanding of video/photo production workflows is a plus.

Excellent written and verbal communication in English.

You Will Succeed If You Are

Exceptionally organized and detail-focused.

A confident communicator, clear, friendly, and proactive.

Calm and solution-oriented under pressure.

Skilled at managing multiple priorities and people at once.

Passionate about creating memorable, high-quality experiences.

A natural collaborator and dependable team player.

Qualifications

Minimum 3 years of experience in event coordination or project management.

Experience in running events of 100 or more participants.

Prior exposure to premium or international-level events is a strong advantage.

Proven ability to manage vendors, budgets, and creative assets.

Degree or diploma in Event Management, Hospitality, Marketing, or related fields preferred.

What Success Looks Like

Every event runs smoothly, on time, and within budget.

Guests, partners, and speakers feel cared for and impressed.

All deliverables and communications are handled professionally and on schedule.

The Head of Events can rely on you completely, as you become the second brain of the department.