Event Coordinator

Role Summary

TEDxMaitama is a prominent TEDx platform in Africa that convenes innovators, founders, policymakers, creatives, investors, and other change-makers to exchange ideas that can drive impact. In addition to its flagship annual conference, the organization runs year-round salons, networking sessions, workshops, community initiatives, and ecosystem-support programs that promote innovation across the continent.

The Event Coordinator will take ownership of planning, organizing, and delivering TEDxMaitama events from the first concept through to final execution. This position calls for someone who is structured, highly detail-conscious, proactive, and committed to creating outstanding experiences for attendees.

Working alongside the Senior Event Manager and different internal teams, the coordinator will help ensure that every event is executed seamlessly while upholding TEDx standards and the TEDxMaitama brand experience.

Core Duties

• Manage logistics for conferences, salons, workshops, networking gatherings, and community-driven activities.
• Create schedules, action plans, and operational checklists to support event delivery.
• Track planning progress and keep workstreams aligned with deadlines.
• Oversee venue setup and teardown activities.
• Prepare run sheets, schedules, and other operational documents for events.
• Work with venues, caterers, decorators, audiovisual teams, photographers, security staff, and other suppliers.
• Follow up on vendor commitments and confirm that agreed contractual obligations are completed.
• Support vendor sourcing and negotiation efforts.
• Make sure event spaces reflect branding requirements and operational needs.
• Assist with speaker arrangements, including communication, rehearsals, travel, accommodation, and hospitality.
• Coordinate VIPs, partners, sponsors, and other special guests.
• Prepare briefing notes and schedules for speakers and key participants.
• Handle registration processes and attendee check-in on event day.
• Supervise volunteers and support staff during live events.
• Monitor event activity and quickly resolve operational challenges as they arise.
• Confirm that all event materials are ready before and throughout the event.
• Work in close partnership with Marketing, Partnerships, Production, Community, Customer Service, and Volunteer teams.
• Take part in planning sessions and share regular progress reports.
• Support collaborative initiatives leading up to events.
• Help track event budgets and related expenses.
• Process vendor documents and payment requests.
• Maintain accurate event records, logistics files, and reports.
• Compile post-event summaries and improvement recommendations.
• Ensure venue compliance with safety rules and regulatory requirements.
• Help develop contingency plans for emergencies.
• Support risk assessments and event readiness planning.

Candidate Profile

The role is best suited to someone with a bachelor’s degree in Event Management, Project Management, Business Administration, Hospitality, Marketing, Communications, or a closely related discipline.

Applicants should bring 2 to 4 years of experience coordinating conferences, corporate functions, exhibitions, or other large-scale programs. Experience managing several projects at once and working with vendors or external stakeholders is also expected. Background in a nonprofit, startup, media, or event-driven environment will be considered an added advantage.

This role requires strong organization and project coordination abilities, confident communication, and excellent interpersonal skills. The right candidate should be comfortable handling multiple priorities under pressure, have a sharp eye for detail, and be able to solve problems quickly and make sound decisions. Negotiation, coordination, prioritization, and time management skills are important, along with the flexibility to work evenings and weekends when events are in progress. Familiarity with Google Workspace, Microsoft Office, and tools such as Trello, Asana, ClickUp, or Monday.com would be beneficial.

Competencies and Success Measures

Important traits for success include leadership, professionalism, accountability, adaptability, teamwork, creativity, initiative, a customer-first mindset, composure under pressure, and a strong focus on results.

Performance will be judged by the successful delivery of assigned events, adherence to timelines and budgets, vendor coordination quality, attendee satisfaction, the experience of speakers and partners, punctual completion of deliverables, effective issue resolution during events, and the accuracy of documentation and reporting.

What the Role Offers

• The chance to help grow one of Africa’s fastest-rising innovation communities.
• Exposure to entrepreneurs, investors, policymakers, and international thought leaders.
• Opportunities for professional growth and leadership development.
• A collaborative, mission-led workplace.
• The opportunity to contribute to high-impact events that shape Africa’s innovation ecosystem.