School Events Coordinator - São Paulo

Come build a better world with us!WE CAREAre you passionate about education and, just like us, do you dream of a better and more peaceful world? Then come join our team! With more than 50 years of experience in the sector and presence in several Brazilian regions, we are a network of bilingual international schools with a lot of Brazilianness. We are in full expansion, which enables good growth opportunities for our team. With a curriculum that combines the best pedagogical practices and educational technologies in the world, we have become a benchmark in bilingual international education.We are a network of welcoming and inclusive schools whose mission is to contribute to a future of peace, unity, and collaboration among all peoples through education. We educate lifelong learners who have an international mindset and are able to solve challenges that impact the life and well-being of the community. So, much more than just good students, we want them to learn from an early age to respect differences and make informed decisions. And that they appreciate different cultures and value their own origin. This is what we believe. This is our essence. And we will be very happy if you come to be part of our story.

Responsibilities and assignments

Area Objectives:

• Ensure the operational excellence of school events at Red House's own units, providing organized, safe experiences aligned with the school's proposal, values, and quality standards.
• Contribute to strengthening the experience and relationship with students, families, employees, and the school community through the realization of events that promote integration, belonging, and engagement.

Job Objectives:

• Plan, coordinate, and execute, from end to end, the events of the five Red House owned units, ensuring quality, organization, deadline compliance, budget, and alignment among all involved areas.
• Be the central person responsible for event operations, from initial planning to teardown and final evaluation, coordinating internal teams, suppliers, purchasing, infrastructure, catering, materials, operational communication, and other necessary resources.
• Ensure that each event is delivered according to the defined scope, anticipating needs, risks, and contingencies, and ensuring a consistent experience across units.

Main Assignments and Responsibilities:

• Develop and maintain the annual event calendar for the five owned units, in alignment with the Unit Directors and other involved areas.
• Perform the complete planning of each event, according to the request of the directors of each unit.
• Conduct briefing and alignment meetings with the involved areas, transforming pedagogical and institutional needs into an operational event plan.
• Develop and monitor checklists, schedules, and action plans, ensuring compliance with all stages and deadlines.
• Size and organize the staffing schedules necessary for each event, including internal employees, third parties, security, cleaning, support, catering, and other professionals involved.
• Coordinate suppliers from the request for quotes and hiring to the delivery and execution of services.
• Request, organize, and monitor the purchases necessary for the events, respecting budget, deadlines, and internal procedures.
• Perform the purchase of graphic materials, signage, visual communication, gifts, decoration, support materials, and other necessary items.
• Plan and coordinate food and beverage needs, including definition of quantity, suppliers, times, delivery logistics, and organization during the event.
• Coordinate all necessary infrastructure, including furniture, equipment, audiovisual, space setup, decoration, signage, cleaning, security, and logistics.
• Perform technical visits and prior validations of spaces whenever necessary.
• Ensure that all suppliers receive adequate briefing and are aligned with the schedules, access, rules, and standards of Red House.
• Monitor the event budget, controlling costs, approvals, orders, contracts, and expenses incurred.
• Act in an integrated manner with the Operations, Pedagogical, Marketing, Facilities, Purchasing, Finance, Security, Catering, and other involved areas.
• Ensure that communication needs related to the event are signaled to the responsible areas within the necessary deadlines.
• Coordinate the setup and preparation of spaces before each event.
• Perform the final check before the event opening, ensuring that spaces, materials, suppliers, and teams are prepared.
• Be present at the events under your responsibility, coordinating the operation and being the main point of contact for resolving operational issues.
• Ensure compliance with safety, access, circulation, and space organization standards, especially in events with the presence of students and families.
• Coordinate teardown, return of materials, organization of spaces, and operational closure after events.
• Create and maintain a history of the events held, including suppliers used, costs, learnings, materials, and checklists, seeking efficiency gains and standardization.
• Develop and implement event standards and processes for the five units, ensuring consistency in the Red House experience.
• Propose improvements, new formats, and solutions that increase the quality of the experience and/or bring greater operational and financial efficiency to the events.

Requirements and qualifications

Education: Higher education in Administration, Events, Hospitality, Public Relations, Communication, Marketing, Cultural Production, or related areas.

Experience:

• Proven experience in planning, production, and execution of events.
• Experience in the simultaneous management of different events and projects.
• Experience with supplier management and negotiation.
• Experience with budget preparation and control.
• Experience in team coordination during events.
• Experience in a school environment will be considered a differentiator.
• Experience with medium and large-scale events will be considered a differentiator.

Languages: Intermediate English or higher, considering the international environment of Red House and the need for interaction with different audiences.

Technical and Specific Knowledge:

• Event planning and production.
• Project and schedule management.
• Supplier management and negotiation.
• Budget control.
• Purchasing and service contracting.
• Team planning and scheduling.
• Infrastructure and logistics organization.
• Risk management and contingency plans.
• Office Package, especially Excel and PowerPoint.
• Project management and task organization tools.

Desirable Knowledge:

• Experience with events involving children, adolescents, and families.
• School Event Operation
• Knowledge of security protocols for events.
• Experience with institutional events, school parties, presentations, celebrations, sporting events, family events, and community events.
• Knowledge of the operation dynamics of international schools.

Behavioral Competencies and Values:

• Excellent organization and planning capacity.
• Strong sense of responsibility and ownership, taking over the event from start to finish.
• Ability to anticipate needs and problems.
• Agility and autonomy for decision-making.
• Ability to work simultaneously with different projects, units, and priorities.
• Excellent communication and interpersonal relationships.
• Negotiation and supplier management capacity.
• Leadership and ability to coordinate multidisciplinary teams.
• Attention to detail and high quality standard.
• Flexibility and ability to adapt to unforeseen circumstances.
• Practical, resolutive, and execution-oriented profile.
• Ability to work under pressure, especially in the periods preceding and during events.
• Vision of the student and family experience.
• Collaboration and ease in acting with different areas of the organization.

Additional information

Location: São Paulo Work Model: In-person