About Company
Elevate your career in event management. Career.zycto is a dynamic force in crafting unforgettable experiences across Dubai. We thrive on innovation, precision, and passion, delivering world-class conferences, exhibitions, and corporate gatherings. For an Event Coordinator, this means unparalleled opportunities to lead diverse projects, collaborate with top-tier clients, and see your creative visions come to life. Join a team where your expertise in logistics and setup is not just valued, but essential to our shared success. We empower our professionals to make a tangible impact, fostering growth in a supportive, fast-paced environment.
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Job Description
Are you a meticulously organized and highly proactive event professional with a passion for transforming visions into flawlessly executed realities? Career.zycto, a leading event management firm in Dubai, is seeking an experienced Event Coordinator specializing in Conference Setup to join our vibrant team. This pivotal role requires an individual who thrives in a fast-paced environment, possesses an exceptional eye for detail, and demonstrates a proven ability to manage the intricate logistics of large-scale corporate conferences and events.
As our Event Coordinator for Conference Setup, you will be at the forefront of bringing our clients’ most ambitious corporate events to life. Your responsibilities will span the entire lifecycle of conference physical arrangements, from initial conceptualization and vendor negotiation to on-site execution and post-event breakdown. You will be instrumental in ensuring that every technical detail, every layout configuration, and every stage element is perfectly aligned with client expectations and our high standards of quality. This isn’t just about setting up chairs and tables; it’s about crafting an immersive and functional environment that facilitates learning, networking, and impactful communication.
You will collaborate closely with our broader event planning team, sales department, and directly with clients to understand their specific needs and translate them into actionable setup plans. This includes managing floor plans, seating arrangements, audio-visual requirements, lighting designs, signage placement, and décor elements. Your expertise in managing timelines, budgets, and supplier relationships will be critical to your success. We are looking for someone who can anticipate challenges before they arise, problem-solve effectively under pressure, and maintain a calm, professional demeanor while orchestrating complex operations.
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Career.zycto prides itself on delivering exceptional event experiences that leave a lasting impression. We are committed to fostering a culture of excellence, teamwork, and continuous improvement. If you are ready to apply your technical event setup prowess and organizational brilliance to a diverse portfolio of prestigious conferences in one of the world’s most dynamic cities, then we encourage you to explore this exciting opportunity. This role offers significant growth potential for a dedicated professional eager to make a tangible impact on the success of high-profile events.
Key Responsibilities
- Coordinate all aspects of conference setup and breakdown, including furniture, AV, lighting, staging, and decor.
- Develop detailed floor plans, seating charts, and technical layouts using relevant software.
- Liaise with venues, vendors, and suppliers to negotiate contracts and ensure timely delivery of services and equipment.
- Manage on-site logistics, supervising setup crews and external contractors to ensure smooth execution.
- Conduct pre-event site inspections and risk assessments to identify and mitigate potential issues.
- Ensure compliance with health, safety, and operational standards throughout the event lifecycle.
- Troubleshoot and resolve any on-site issues promptly and efficiently, maintaining event flow.
- Maintain accurate inventory of event equipment and materials.
- Collaborate with clients and internal teams to understand event vision and translate technical requirements into practical plans.
- Manage event budgets related to setup expenditures, ensuring cost-effectiveness without compromising quality.
Required Skills
- Proven experience in event management, specifically conference setup and logistics.
- Strong project management and exceptional organizational skills.
- Excellent communication and interpersonal abilities for effective vendor and client relations.
- Proficiency in event management software (e.g., CAD for floor plans) and Microsoft Office Suite.
- Ability to work effectively under pressure and manage multiple projects simultaneously.
- Exceptional problem-solving and critical decision-making capabilities.
- Acute attention to detail and a commitment to quality.
- Flexibility to work irregular hours, including evenings and weekends, as required by events.
Preferred Qualifications
- Bachelor's degree in Event Management, Hospitality, or a related field.
- Certification in event planning (e.g., Certified Meeting Professional – CMP).
- Experience with international conferences and diverse cultural requirements.
- Fluency in Arabic in addition to English.
Perks & Benefits
- Competitive salary and performance-based bonuses.
- Comprehensive health insurance package.
- Generous annual leave and observance of public holidays.
- Opportunities for continuous professional development and training.
- Dynamic, collaborative, and supportive work environment.
- Exposure to high-profile events and prestigious clients across various industries.
- Visa sponsorship for eligible international candidates.
How to Apply
Interested candidates are invited to submit their comprehensive CV and a cover letter detailing their relevant experience and why they are the ideal fit for this role. Please ensure your application highlights your expertise in conference setup and event logistics. Click on the application link below to apply directly.
