Events Admin Specialist

About the Company Legacy, a Hassan Allam Holding company, is responsible for operating the Grand Egyptian Museum (GEM).About the Role Legacy is seeking a dedicated and detail-oriented Events Admin Specialist to provide comprehensive administrative support to the Events team. Reporting to the Events Section Head, the role ensures the smooth behind-the-scenes operation of the museum's events portfolio, covering cultural programs, corporate functions, private events, and public activations, through precise documentation, coordinated logistics, and disciplined record management.Key ResponsibilitiesManage all administrative processes related to event planning, including raising purchase orders, processing invoices, tracking approvals, and maintaining financial records for event expenditures.Prepare and maintain event documentation including timelines, run-of-show schedules, floor plans, briefing packs, and attendance registers.Liaise with vendors, suppliers, and service providers to obtain quotations, follow up on bookings, track deliverables, and maintain up-to-date supplier records.Coordinate internal communication across departments to ensure event requirements, logistics, and deadlines are clearly communicated and actioned.Maintain accurate and organized filing systems for all event-related records including contracts, vendor agreements, correspondence, and post-event reports.Support budget tracking by monitoring expenditures against approved budgets and flagging discrepancies to the Section Head in a timely manner.Draft and manage event-related correspondence, including confirmations, briefing notes, and follow-up communications with internal and external stakeholders.Assist in the preparation of post-event reports, compiling data on attendance, costs, and operational outcomes.Manage the Events team's administrative calendar, including scheduling meetings, preparing agendas, and circulating minutes.Support the Section Head with any additional administrative tasks required to ensure efficient team operations.Qualifications & Experience2–4 years of experience in an administrative role, preferably within an events, hospitality, cultural, or entertainment environment.Strong command of administrative processes including document management, purchase order workflows, and budget tracking.Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously.Proficiency in Microsoft Office (Word, Excel, PowerPoint) with particular strength in Excel for tracking and reporting.Excellent written and verbal communication skills in Arabic and English.Experience within cultural institutions, hospitality, or venue management is an advantage.What We're Looking ForHighly organized and process-driven, with meticulous attention to detail.Reliable and proactive in following up on pending actions without needing to be prompted.A dependable team support who takes pride in keeping operations running smoothly in the background.Passionate about contributing to a landmark national institution.