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