Operations Event Officer

Safeguarding and Legal Please note the College’s positions are subject to an enhanced Criminal Records Bureau. The College is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. Wellington College International Bangkok is also committed to equality and diversity. Candidates should be aware that all posts in the College involve a degree of responsibility for safeguarding students. Role and Responsibilities: Event Planning & Execution Lead the operational planning, physical setup, and teardown for all Whole School events across Junior School, Senior School, the parent-teacher community (Friends of Wellington), off-site venues, and special contract events. Oversee all event time management, creating and maintaining detailed operational run-sheets, floor plans, and Event Plans. Organize, document, and attend all event planning meetings with key stakeholders. Proactively contact and liaise with Event Leads to understand and support with the specific logistical needs. Monitor the Whole School Calendar to proactively identify, communicate, and resolve potential event clashes or space conflicts. Lead operational debriefs after major events to review logistics and continuously improve processes for subsequent events. Operations, Facilities & Vendor Management Work directly under the guidance of the Operations Manager and Deputy Operations Manager to align all event logistics with overall school operations. Manage event venue reservations and coordinate space allocations across the campus, ensuring facilities are utilized efficiently and conflicts are resolved proactively. Ensure all event spaces are creatively decorated, highly functional, clean, and properly configured for safety and guest capacity. Liaise closely with the catering providers to manage menus, dietary requirements, setup times, and service flow during events. Manage all event decorations and themes to ensure strict alignment with school branding guidelines, maintaining high-quality control over all physical event assets. Coordinate with the IT teams to ensure all technical requirements are delivered successfully. Collaborate with the Marketing and Communications team to ensure event information, signage, and communications are accurate and delivered in a timely manner. Collaborate with the Purchasing team by submitting clear, timely requisitions for external event assets (furniture, florals, backdrops), assisting them in verifying that the sourced vendors meet the required quality and design specifications. Liaison closely with housekeeping, security, and external vendors to manage event logistics, ensuring the campus environment is safe, clean, and properly prepared for all guests. Photoshoot Services Contract Work with Operations Manager to manage the Photographer contract and organize the photoshoot date for the whole year contract including the Staff & Students photoshoot, whole school / class photoshoot, family photoshoot, and complimentary services for special events. Health, Safety & Compliance Ensure a comprehensive health, safety, and risk assessment is completed for every school event. Coordinate with school safety team to ensure all event setups comply with local fire safety, electrical safety, and building capacity regulations. Ensure all events operate in accordance with the School’s Safeguarding and Child Protection policies. Develop and communicate contingency or emergency plans for major events, including adverse weather, medical incidents, evacuation procedures, and operational disruptions. Financial Management Manage and track individual event budgets, ensuring cost-efficient purchasing and timely processing of vendor invoices. Source quotations and compare vendor proposals for event-related purchases, ensuring value for money and compliance with school procurement procedures. Requirements: Bachelor’s degree is required. Fluency in Thai and English is preferred, with prior experience working in an international school or multicultural environment considered a strong advantage. Demonstrates strong attention to detail, creativity, and an awareness of contemporary trends and community interests, with the ability to translate these into modern and engaging concepts for school-wide events. Highly flexible and proactive, with the ability to adapt quickly to changing logistical requirements, anticipate operational needs, and respond effectively to short-notice changes. Energetic, knowledgeable, and solutions-oriented, with a positive “Can-Do” mindset and the ability to drive operations forward and contribute to team success. Proven experience in event coordination, hospitality, or logistical planning is preferred. Ability and willingness to work outside standard school hours, including early mornings, evenings, and weekends, during event preparation and event days to ensure successful execution.