Events Admin. Coordinator

About the role

As an Events Admin. Coordinator at Db Group, you will play a pivotal role in the planning and execution of various events within our organization. This position requires a detail-oriented individual who thrives in a fast-paced environment and possesses excellent organizational skills. You will collaborate with multiple teams to ensure that every event runs smoothly and meets our high standards of excellence. Your contributions will directly impact our brand's visibility and engagement with our audience.

Key facts

What you'll do

• Coordinate the logistics and planning of events, including venue selection, catering, and audiovisual needs, ensuring that all aspects are aligned with the event objectives.
• Develop and manage event budgets, tracking expenses and ensuring adherence to financial guidelines.
• Collaborate with marketing teams to create promotional materials and strategies that effectively communicate event details to target audiences.
• Serve as the primary point of contact for vendors and suppliers, negotiating contracts and maintaining positive relationships to ensure high-quality service delivery.
• Assist in the development of event timelines and schedules, ensuring all stakeholders are informed and deadlines are met.
• Conduct post-event evaluations, gathering feedback and analyzing data to assess the success of each event and identify areas for improvement.
• Support the creation of engaging content for event websites and social media platforms to enhance visibility and participation.
• Coordinate travel and accommodation arrangements for speakers, guests, and team members involved in events.
• Maintain an organized database of past and upcoming events, including participant lists, budgets, and vendor contacts for future reference.
• Work closely with the creative team to design event layouts and signage that align with the overall branding and theme of each event.
• Assist in training and supervising event volunteers and interns, ensuring they understand their roles and responsibilities during events.
• Stay updated on industry trends and best practices to continuously improve event planning processes and outcomes.

Requirements

• A minimum of 2 years of experience in event planning or administration, preferably in a corporate or agency setting.
• Strong organizational skills with the ability to manage multiple projects simultaneously and meet tight deadlines.
• Excellent communication skills, both written and verbal, to effectively interact with team members, vendors, and attendees.
• Proficiency in project management software and tools, as well as Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with budgeting and financial management related to event planning.
• A proactive approach to problem-solving and the ability to adapt to changing circumstances quickly.
• Strong attention to detail and a commitment to delivering high-quality results.

Nice to have

• Experience with virtual and hybrid event planning and execution.
• Knowledge of social media marketing and digital promotion strategies.
• Familiarity with event registration platforms and CRM systems.
• A degree in Event Management, Hospitality, Marketing, or a related field.
• Fluency in multiple languages, particularly English and Maltese.

Skills & tools

• Event management software (e.g., Cvent, Eventbrite)
• Microsoft Office Suite (Word, Excel, PowerPoint)
• Project management tools (e.g., Trello, Asana)
• Social media platforms (Facebook, Instagram, LinkedIn)
• Budgeting and financial tracking tools

Practical notes

• This is a full-time position based in Malta, specifically within the Lifestyle Group sector of Db Group.
• The salary for this role will be competitive and commensurate with experience.
• Candidates must be eligible to work in Malta; visa sponsorship may be available for the right candidate.
• The role may require occasional travel for events, both locally and internationally.
• Interested applicants can apply through the provided link: https://dbgroup.bamboohr.com/careers/1296.

Join our dynamic team at Db Group and contribute to creating memorable experiences that resonate with our audience. If you are passionate about event management and looking for an opportunity to grow within a vibrant company, we encourage you to apply today!