Events & Operations Officer

Reporting to: Operations & Recruitment Manager

Job Purpose

About Us:

Study Now is a leading education consultancy firm, dedicated to assisting students in finding the best study opportunities worldwide. We work closely with universities, colleges, and other educational institutions to facilitate the recruitment and admission process of students. We are committed to providing personalized support and guidance to our clients, ensuring they make informed decisions about their academic and career paths.

The Events and Operations Officer supports the planning, coordination, and execution of internal and external events ranging from small scale engagements to large-scale student fairs, exhibitions, open days, workshops, sales conferences, and corporate events. The role works closely with the Operations and Marketing teams, handling both event related and operational responsibilities to support business objectives.

This role requires hands on involvement across the full event lifecycle, including pre-event planning, on-the-day execution, and real time troubleshooting.

Working Hours: Full -Time (Mon -Fri) 8 AM – 4 PM OR 9 AM - 5PM

Salary expectations: $200 - $300 Monthly (Based on Experience) + other benefits

Office Location: Victoria Island

Main activities and responsibilities

Event Planning & Coordination

• Assist in planning and coordinating student fairs, workshops, open days, and internal staff events.
• Support venue selection, layout planning, and event logistics.
• Collaborate with the Marketing team to align event themes, materials, and promotions.
• Manage event timelines, task lists, and basic budgets under guidance.
• Collaborate with partner universities, students, vendors, and internal stakeholders to ensure positive event experiences.

Event Execution & On the Day Management

• Oversee setup and execution of events, ensuring teams and vendors are briefed and coordinated.
• Troubleshoot issues as they arise and escalate when necessary.
• Ensure events are delivered professionally, on schedule, and in line with brand standards.

Vendor, Marketing & Stakeholder Management

• Liaise with vendors, suppliers, venues, and partners across different markets and branches.
• Conduct vendor meetings for student fairs, exhibitions, and open-house events.
• Work closely with the Marketing team to ensure event materials, branding, and promotional content are aligned and delivered on time.
• Source vendors within local markets to negotiate competitive pricing and secure cost-effective quotes.
• Monitor vendor pricing trends and recommend cost saving opportunities.

Operations & Systems Support

• Manage and update the event board on the CRM, ensuring accurate tracking of timelines, assigned tasks, vendors, and deliverables (collaborative with other departments)
• Assist with post-event reporting, feedback collection, and analysis of basic performance metrics (attendance, leads, engagement).
• Support process improvement initiatives to enhance operational efficiency.
• Assist with agent contract drafting and create service agreements for vendors where necessary.

Travel & Market Engagement

• Be available to travel for B2B & B2C events, vendor sourcing, and on ground coordination across branches.
• Engage local markets to identify reliable vendors, venues, and cost-saving opportunities.
• Arrange travel, accommodation, and on-ground support for off-site events when necessary.

Additional Key Requirements:

• Understanding of the international education landscape, student recruitment processes, and university placement procedures.

• Familiarity with student fairs, open days, and exhibitions in the education sector.

• Ability to manage multiple events simultaneously both locally and internationally while maintaining quality and meeting deadlines.

• Excellent verbal and written communication skills to liaise with students, university partners, vendors, and internal teams.

• Ability to build and maintain strong relationships with partners, universities, and suppliers.

• Analyze event outcomes (attendance, leads generated, conversions)

Person Specification

• Bachelor's degree in Event Management, Hospitality, Business Administration, or a related field.

• 1– 4 years of experience in event planning, coordination, project management or operations.

• Strong organizational, time-management, and multitasking skills.

• Excellent communication, negotiation, and interpersonal skills.

• Proficiency using CRM or event management software is a plus.

• Ability to work under pressure and meet tight deadlines.

• Creative problem-solving skills with a proactive approach.

Able to demonstrate:

• A high degree of self-motivation with the ability to work independently, take effective decisions, resolve unforeseen problems and adapt to changing circumstances.

• Ability to work under pressure, prioritizing own workload and that of the team and planning ahead to meet deadlines.

• An understanding of information governance and data protection.

Special requirements

Able to undertake duties at different premises. Flexibility to work outside of normal office hours to effectively support the company's operations and events.

Travel may be required in order to attend conferences, events, new projects and effectively represent the Company in key networks.

Expectations of all staff

Professional standards

All staff employed by Study Now are expected to exhibit high professional standards which promote and demonstrate the company's core values of Excellence, People Focused, Partnership Working, Fairness and Integrity.

Equal Opportunities

All staff are expected to understand and enact the company's commitment to ensuring equality and diversity in all activities. This commitment is enshrined in the Equality Statement and core values.

Dignity at work

Every member of staff has a responsibility to ensure colleagues are treated with dignity and respect.

The Company is committed to creating a work environment for all staff that is free from harassment, intimidation and any other forms of bullying at work, where everyone is treated with dignity, respect and professional courtesy.

Citizenship

All staff are expected to adhere to good citizenship, being generous with help and support to others, collaborating with colleagues and working for the benefit of the University as a whole. In particular working to provide a positive student experience and achieving excellence in all the University's activities.

This job description indicates the expectations of staff at this level. Job descriptions are not exhaustive, and you may be required to undertake other duties of a similar level and responsibility.