Events & Executive Administration Coordinator

Key Responsibilities

Event Planning & Coordination: Plan and coordinate Salaam events from concept through delivery, including timelines, venues, logistics, suppliers, participants and implementation requirements.

Religious & Community Programmes: Coordinate major religious, community and seasonal programmes, including Ramadan activities, Taraweeh arrangements, Suhoor programmes, Eid celebrations and other approved institutional or community events.

Event Budget, Vendor & Logistics Coordination: Prepare event budgets with the Financial Controller and coordinate venues, suppliers, service providers and logistics to support efficient delivery within approved financial parameters.

Sponsorship & Participation Support: Work with the Sponsorship & Partnerships Officer and relevant stakeholders to support event sponsorship, participation, external support and appropriate cost-recovery opportunities.

Event Delivery & Reporting: Coordinate event implementation and prepare concise post-event reports covering participation, budget performance, sponsorship, outcomes, challenges and lessons learned.

Executive & Meeting Support: Provide structured administrative support to the Executive Secretary, including calendar coordination, meeting arrangements, preparation and organisation of meeting documents, and routine administrative follow-up.

Action Tracking & Follow-Up: Maintain management action trackers, follow up on assigned actions and deadlines, and support monitoring of implementation of management and governance decisions.

Correspondence, Records & Recruitment Administration: Support routine correspondence, central-office filing and document administration, including relevant policy, contract and MOU registers, recruitment scheduling, onboarding documentation and other assigned administrative requirements.

Reporting & Working Relationships

The Events & Executive Administration Coordinator reports directly to the Executive Secretary and works closely with the Financial Controller, Sponsorship & Partnerships Officer, Social Committee, relevant Salaam committees, program or institutional personnel, and Legal Ink where administrative or governance-document coordination is required.

The position provides administrative and coordination support but does not assume the Executive Secretary's decision-making, governance or approval responsibilities, and does not carry independent authority to financially or contractually commit Salaam without appropriate approval.

Qualifications & Experience

Bachelor's degree or equivalent qualification in Event Management, Business Administration, Marketing, Communications, Hospitality, Project Management or a related field.

Relevant experience in event coordination, administration, executive support or project coordination.

Strong planning and organizational skills.

Ability to manage multiple stakeholders, suppliers and deadlines.

Sound budgeting and cost-management awareness.

Strong written and verbal communication skills, with the ability to maintain accurate records and handle confidential information appropriately

Good working knowledge of Microsoft Office and/or Google Workspace.

Desirable

Experience within an NGO, education, community or charitable environment.

Experience providing executive or senior administrative support.

Experience managing vendors, volunteers and event logistics.

Experience supporting sponsored, fundraising or income-generating events.

Core Competencies

Strong organization and planning

Attention to detail

Initiative

Budget awareness

Stakeholder management

Problem-solving ability

Calmness under pressure

Professional communication

Accountability, integrity & discretion

Follow-through & results orientation

Flexibility

Alignment with Salaam's mission and values

Performance Review

Probationary Review: Assessment of suitability, organization, event coordination and administrative effectiveness.

Six-Month Review: Assessment of event delivery, budget performance, coordination quality, executive support, action tracking and reporting.

Annual Review: Assessment against approved annual KPIs and Salaam's organizational objectives.

The scope and balance of the position may be reviewed as Salaam's events calendar and central-office workload grow.

Location: Accra

Salary: Attractive

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