Event Coordinator

VIVA is a dynamic and innovative conference center and event management company dedicated to delivering outstanding service and memorable experiences for clients hosting a variety of events, including special occasions, bank meetings, and conferences. Renowned for its professionalism and commitment to excellence, VIVA operates in a hybrid work environment that balances onsite presence with remote flexibility, supporting its team members to thrive in a collaborative and fast-paced setting. The company prides itself on fostering a work culture centered on inclusivity, equal opportunity, and continuous development, ensuring that all employees have access to the resources and support needed to succeed and advance in their careers. VIVA's commitment to diversity and non-discrimination underscores its mission to create a respectful and welcoming workplace for people of all backgrounds.

The Event Planner role at VIVA is an integral position responsible for overseeing the day-to-day operations on the conference center floor. Positioned at an intermediate level, this role requires managing a range of functions such as coordinating special events, bank meetings, and conferences, while handling diverse administrative and logistical tasks that ensure seamless event execution. Operating under general supervision, the Event Planner supports senior event producers, stepping into more complex duties and serving as a backup liaison when required. This role demands proactive engagement with multiple stakeholders — including clients, internal teams, and partner departments — to ensure event spaces are appropriately booked, client expectations are met, and all technical and catering needs are fulfilled according to established standards.

Key responsibilities include managing inquiries for space availability using the Event Management System, handling logistics such as room sign creation, supply inventory management, and advance coordination for audiovisual and other event systems. The Event Planner is also responsible for creating client-specific event registration portals, tracking guest lists, and liaising with security teams to guarantee a smooth entry and exit process. In addition to these duties, the planner collects presentation materials and coordinates with the Engagement Team to ensure all digital assets are in place ahead of events. On event days, the role involves onsite support to deliver enhanced customer service, fostering a hospitable and innovative environment that elevates the client experience. Effective logistical problem solving and contract administration for hotel and ground transportation arrangements further highlight the operational scope of this role.

The work environment for the Event Planner is hybrid, with four days onsite and one day remote work per week, tailored to business needs. This setup balances in-person collaboration and client engagement with the flexibility of remote administrative tasks. With an emphasis on professional growth, VIVA offers a platform for career advancement through hands-on experience in event management and client interaction. The position is ideal for candidates with at least one year of hospitality, marketing, or communications experience, who possess a bachelor’s degree or equivalent specialized training, and who demonstrate capability in managing multiple priorities efficiently within a dynamic and sometimes fast-paced context. Intermediate proficiency with audiovisual equipment and Microsoft Office tools complements the technical requirements, while strong communication, organizational skills, and critical thinking abilities are crucial for success in this role.