Event Operations Assistant

About the Role

The Event Operations Assistant plays a vital role in supporting the planning, coordination, and seamless execution of live events, public programs, cultural initiatives, and activations. This position involves collaborating with various internal departments, external vendors, performers, suppliers, and other stakeholders to ensure that all operational activities comply with the approved plans, timelines, and quality standards.

Key Responsibilities

• Assist in overseeing and managing on-site event operations for public events and programs.
• Conduct readiness checks to confirm all event elements align with operational plans and schedules.
• Supervise event setup, live operations, and post-event dismantling to guarantee smooth processes.
• Detect and report operational challenges or risks promptly, coordinating with appropriate parties for quick resolution.
• Maintain clear communication channels among internal teams, vendors, suppliers, and external partners.
• Manage and update operational schedules, event timelines, and run sheets, ensuring deliverables are met.
• Monitor event progress against plans and escalate any delays or issues as needed.
• Coordinate schedule changes with all relevant stakeholders effectively.
• Support operational preparedness efforts to facilitate successful event delivery.
• Work alongside event agencies, performers, and suppliers to ensure services are delivered per the agreed scope and timeline.
• Facilitate communication between technical crews, performers, vendors, and internal personnel during events.
• Ensure compliance with permits, approvals, venue policies, health and safety regulations, and operational protocols.
• Maintain accurate records including operational trackers, supplier information, project files, and post-event reports.

Qualifications and Experience

• At least three years of professional experience in event operations, coordination of live events, activations, or similar roles.
• Background in supporting public events, cultural programs, exhibitions, or visitor experiences is advantageous.
• Proven ability to coordinate among multiple stakeholders such as vendors, suppliers, and operational teams.
• Experience within cultural institutions, museums, heritage organizations, government, or public-facing sectors is a plus.
• Strong organisational and multitasking capabilities to handle competing priorities effectively.
• Availability to work flexible hours, including evenings, weekends, and holidays, as event demands require.

Language and Core Competencies

• Fluent in English with excellent verbal and written communication skills.
• Arabic proficiency is desirable.
• Understanding of live event production, venue operations, logistics, and safety standards.
• Strong planning, organisational, and problem-solving skills with a keen eye for detail.
• Adept at working calmly under pressure in dynamic environments.
• Proactive, with excellent interpersonal skills and ability to collaborate effectively.

Technical Abilities

• Proficient in Microsoft Office tools including Word, Excel, PowerPoint, and Outlook.
• Experienced in maintaining operational trackers, schedules, and documentation pertinent to event coordination.