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.