School Events Support Executive
Job Purpose
The School Events Support Executive provides coordination and logistical support for school events across Grades 1–12. The role works closely with event owners, academic leaders, coordinators, internal departments, and external vendors to ensure that all operational and logistical requirements are organized and delivered efficiently.
The role does not own or design events but serves as the central coordination point to facilitate smooth communication, timely follow-ups, and effective execution of logistical arrangements.
Key Responsibilities
Event Coordination
- Coordinate logistical requirements for school events across Grades 1–12.
- Work with event owners to understand event requirements and coordinate the necessary support.
- Maintain event checklists and timelines to ensure agreed tasks are completed on time.
- Follow up with internal teams and external vendors on pending actions.
- Ensure all stakeholders are informed of operational requirements before the event.
Vendor Coordination
Coordinate with external vendors for requirements such as:
- Costumes and uniforms
- Stage décor
- Lighting
- Sound systems
- Photography and videography
- Printing and branding materials
- Event equipment and rentals
Monitor vendor timelines, deliveries, installations, and dismantling, and communicate any issues to the relevant event owner.
Internal Coordination
Act as the coordination link between:
- Grade Coordinators
- Section Heads
- Performing Arts Department
- Sports Department
- Administration
- Facilities Team
- IT Team
- Security
- Housekeeping
- Marketing & Communications
Ensure all operational requirements are communicated and completed within agreed timelines.
Event Support
Provide on-site coordination support by:
- Assisting with venue readiness
- Coordinating vendor arrivals and setup
- Supporting backstage logistics where required
- Coordinating with volunteers and support staff
- Monitoring the event schedule and communicating any changes
- Assisting in resolving operational issues during the event
Documentation
- Maintain vendor contact lists.
- Collect quotations and maintain event-related records.
- Track event requirements and completion status.
- Maintain an inventory of reusable event materials.
- Document observations and suggestions following major events.
Events Supported
The role provides coordination support for events including, but not limited to:
- Utsaah - Music, Dance & Theatre
- Celebration of Learning
- Graduation Ceremonies
- Farewell Programmes
- Literature Festivals
- Inter-school Competitions
- Sports Events
- Kala - Art Exhibitions
- Student Showcases
- Parent Events
- Workshops
- Guest Speaker Sessions
- Cultural Programmes
- Any other school event across Grades 1–12.
Skills & Competencies
- Excellent coordination and follow-up skills
- Strong organizational abilities
- Effective communication and interpersonal skills
- Vendor coordination and relationship management
- Attention to detail
- Ability to manage multiple priorities simultaneously
- Problem-solving and adaptability
- Teamwork and collaboration
Preferred Qualifications
- Bachelor's degree in any discipline (Event Management, Hospitality, Business Administration, or related fields preferred).
- 2–4 years of experience in event coordination, administration, hospitality, or a similar role.
- Experience working with multiple stakeholders and external vendors.
About Us
Ahmedabad International School (AIS) was founded 25 years ago, on the belief that self-learning leads to lifelong learning. The AIS community inculcates a love for learning, fosters social and emotional acuity, develops responsible global citizens, and builds a strong academic foundation.
AIS is an IB World School where students fall in love with learning, discover their passions, and prepare for the world beyond the classroom. AIS is over 1600 students strong across K-12 with some of the finest placements in the world. AIS alumni are represented at Stanford, Columbia, Cornell, Brown, Carnegie Mellon, Oxford, Cambridge, Imperial, St. Andrews, IITs, NLUs, and many more distinguished universities.
Our goal is to build a learning community like no other - one where students and teachers feel empowered to do their best work. AIS teachers are critically reflective practitioners who wear multiple hats - facilitators, mentors, learners, friends, researchers, and collaborators. They ask and ponder over hard questions like ‘what is the role of a teacher when information is available at a click’, ‘how do we design learning that is challenging and significant’, and much more.
Our Team
Faculty at AIS are exceptional. They create and model a high-quality learning environment. Our team is diverse and comes from some of the finest institutions in the world - Stanford, Brown, IITs, McKinsey, Teach for India, and varied international schools. AIS teachers are not the “sage on the stage” but rather the “guide by the side”. They are designers of learning, provide intellectual challenge, guide student curiosity, and co-construct learning with students. To ensure that we recruit and retain the strongest teachers, we place a strong emphasis on continuous teacher professional development and well-being.
Pay: ₹20,000.00 - ₹30,000.00 per month
Benefits:
- Leave encashment
- Paid sick time
- Paid time off
- Provident Fund
Application Question(s):
- Are you currently based in Ahmedabad?
- Can you join immediately?
Experience:
- Events management: 1 year (Preferred)
Language:
Work Location: In person
