Job description for Event Specialist at Pt Vortex Buana Edumedia
Role Overview:
The Event Specialist is responsible for the end-to-end execution of the organisation's marketing events and activations, both offline and online (webinars, workshops, product launches, exhibitions, and community gatherings). Working from objectives set with the Campaign Strategist and Marketing Communication team, this role owns the hands-on delivery — concept detailing, vendor and venue coordination, logistics, on-site execution, and post-event wrap-up — ensuring every event runs on schedule, within budget, and delivers its intended results.
Key Responsibilities:
- Event Planning & Concept Detailing
- Translate campaign/event objectives into detailed event concepts, run-downs, and checklists.
- Develop event timelines, task breakdowns, and working budgets.
- Prepare technical and creative requirements (stage, booth, equipment, materials, registration flow).
- Vendor & Venue Management
- Source, negotiate, and coordinate vendors (venue, catering, production, EO, talent, merchandise)
- Manage quotations, contracts, and vendor performance.
- Arrange all event logistics: permits, equipment, transport, accommodation, and on-site setup.
- On-Site & Online Execution
- Lead and supervise event setup, run-down, and teardown for offline events.
- Operate and coordinate online events (webinar platforms, registration, streaming, moderation).
- Coordinate crew, talent, and internal teams during the event.
- Handle real-time problem-solving and contingencies on the day.
- Event Promotion Support
- Coordinate with the Marketing Communication and Content teams to support event promotion and maximise attendance.
- Manage registration, RSVP tracking, reminders, and attendee communication.
- Budget & Administration
- Manage event budgets and track actual vs. planned spending.
- Handle event-related documentation, purchase requests, reimbursements, and reporting.
- Post-Event Evaluation
- Compile post-event reports (attendance, leads, engagement, cost, ROI).
- Conduct post-event reviews and document lessons learned and best practices.
- Recommend improvements for future events.
Job Requirements:
- Diploma or Bachelor's degree in Communications, Public Relations, Event Management, Marketing, or a related field.
- Minimum 2 years of experience in event management/activation (offline and online; agency/EO accepted), with a proven track record executing events end-to-end (concept, vendor, logistics, on-site, evaluation) and a portfolio of past events.
- Strong vendor sourcing, negotiation, and coordination skills, including event logistics (permits, equipment, transport, setup).
- Familiar with online event/webinar tools (Zoom, Google Meet, streaming platforms) and basic registration tools.
- Strong organisational and multitasking skills — able to manage multiple events, timelines, checklists, and budgets with administrative discipline.
- Calm and quick under pressure, with strong on-site problem-solving.
- Good communication and coordination skills across internal teams and external vendors; written Bahasa Indonesia required, English a plus.
- Willing to work flexible hours (evenings/weekends) and travel for events; able to perform physical setup work for extended periods. Experience or interest in education, technology, EdTech, or the creative industry is preferred.
- Male candidates are preferred, and own a personal vehicle (car or motorcycle); if not, must at least hold a valid SIM A (driver's license).
