Job title : Events & Experience Assistant
Job Location : Nairobi Deadline : May 03, 2025 Quick Recommended Links
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Who You Are
The Events and Experiences Assistant is part of Ikigai's PLAY pillar whose primary focus is to cultivate content-driven experiences and human interactions that inspire the Ikigai community and the local work and play scene at large.
You must love building communities, helping others work as a team, enjoy the idea of being part of something bigger than any one person, and ultimately take pride in a job well done and in positively impacting the Ikigai community
You are the right person if you enjoy wearing many hats. You enjoy event planning. You're a details person! You're the glue in your friends' circle and have a knack for bringing people together. You thrive in a busy environment and meet all your deadlines with ease and excellence! You are super organized, handle numerous moving parts, and prioritize like a genius. You're completely at home with data and provide incredible customer service at a moment's notice, without missing a single data point. You. Love. People.
Education and Experience
A college graduate with a four-year degree preferred1-2 years of experience in events, customer experience, marketingUnderstanding of the importance of networks, human interactions, and experiences and how they come together to build a communityPunctual, professional, thorough, and entrepreneurialA quick learning self-starter that works well in a fast-paced, start-up environmentHighly organized and efficient, with excellent time management skills and ability to prioritize tasks effectively when everything is happening at onceAn individual that doesn't just show up to work at the office, but owns the office, taking pride in managing every little event detail of the meeting and event spaces, calendar, and networksCollaborative and engaging, likes to work in a team, but also independent and gets the job done, no matter what is requiredAdaptable and innovative, owning mistakes and moving onEvents planning and coordination experience preferredCustomer service experience and training in event planning & hospitality from reputable schools or any specialized training in Event Coordination & Management is a plusWhat to Expect
This role reports to the Hospitality Manager and will work closely with the Finance, Marketing, Facilities & Projects teams to meet the expectations of the job.
The role is a healthy mix of event planning, logistics and execution, Everything you do will be in the interest of creating and sustaining an authentic and thriving community and business. Everything. The heart and soul of an Ikigai event is dynamism, authenticity, and meaningful human interaction.
Emulate Ikigai's core values and strive to achieve our missionAssist the Events and Community Management teams to achieve the following :Create and execute an exciting and inspiring events and meetings strategy that makes Ikigai the go-to events spaceCreate a welcoming and collaborative community environment amongst our members, and build these relationships through eventsEnsure that our event spaces (including meeting / conference facilities) are fully operational, and processes are running smoothlyExpand event space capabilities and qualityRole Responsibilities
Internal and External Events Management and Sales
Assist in developing public facing and community events that raise awareness of our spaces as event hubs, elevating the Ikigai and Roasted Truth brands in the marketAssist in ensuring that all events run smoothly specifically through forward planning and preparedness, and coordinate activities during and after the event including assisting with the setup and breakdown of event venues, ensuring all materials and equipment are in place. Coordinate with vendors and suppliers to ensure timely delivery and setup.Oversee the inventory of event supplies, ensuring that all necessary materials are available and in good condition.Provide assistance during events, handling attendee registration, managing backstage operations, and addressing any issues that arise promptly.Assist in Driving sales of all events and ensure high attendance and satisfaction of all attendeesField event requests submitted through the Ikigai app, website, walk-ins, and tours and serve as a point of contact for event inquiries, providing timely and accurate information to potential event & production hosts.Maintain events visitor databaseAdministrative
Technical problem solving when needed, including the ability to test and troubleshoot minor issues with the meeting room facilities, appliances, printers, and wireless networks among othersManage recurring tasks such as booking events on calendar, booking vendors, coordinating staff meals, coordinating event team alerts (personal & on WhatsApp group. Maintain organized records of event documentation on SharePoint for easy retrieval and referenceEssential Skills and Competencies
Passion for and understanding of Ikigai's mission and valuesSuperior verbal and written communication skillsExceptional organizational, time-management and prioritization skillsHighly detail-orientedStrong work ethicDemonstrates integrity, dependability, responsibility, accountability, self- awareness, work ethic, empathy, and professionalismCreative problem-solving skillsAbility to work in a dynamic, fast-moving environmentPassion for entrepreneurial communitiesProficient in computer skills, and social media platformsStrong networking and presentation skills