Activity Coordinator

Key Responsibilities

Activity & Event Management

• Plan, organize, and execute all school activities, inter-house competitions, celebrations, assemblies, exhibitions, workshops, and special events.
• Coordinate end-to-end event logistics including venue setup, schedules, invitations, resource allocation, and event flow.
• Ensure smooth execution of all events while maintaining high standards of quality, discipline, and professionalism.
• Manage annual flagship events such as Orientation, Annual Day, Founders’ Day, Sports Events, Cultural Programs, and other institutional celebrations.
  
  

• Prepare, maintain, and regularly update the Annual School Activity Calendar in alignment with the academic calendar.
• Ensure balanced scheduling of academic, co-curricular, sports, cultural, and institutional events.
• Coordinate with school leadership and departments to avoid scheduling conflicts and optimize participation.
• Coordination & Communication
• Liaise with academic departments, boarding staff, administration, sports, music, arts, and external stakeholders for activity planning and execution.
• Draft and coordinate circulars, notices, invitations, event briefs, schedules, and communication for parents/students/staff.
• Ensure timely dissemination of all event-related communication across stakeholders.
  
  

• Maintain detailed records of events, budgets, attendance, activity reports, and feedback.
• Prepare post-event reports with observations, recommendations, and improvement plans.
• Ensure proper documentation including photographs, achievements, and event highlights for school records and branding.
  
  

• Design engaging activities that promote leadership, creativity, teamwork, discipline, and confidence among students.
• Encourage student participation in inter-school, national, and international competitions.
• Support holistic development by ensuring diverse exposure across academics, arts, culture, and life skills.
  
  

• Coordinate with external vendors, service providers, performers, decorators, and activity facilitators as required.
• Manage event budgets, resource planning, and procurement requirements in coordination with administration.
  
  

• Proven experience of 2–8+ years in activity/event coordination, preferably in a reputed school, boarding school, or educational institution
• Strong expertise in event planning, scheduling, execution, and stakeholder coordination
• Excellent written and verbal communication skills
• Strong drafting skills for circulars, event notes, and formal communication
• Exceptional organizational and multitasking abilities
• High attention to detail and ability to work under deadlines
• Strong leadership and problem-solving skills