Freelance Event Coordinator

About ember

ember is a luxury experiential studio shaping the future of travel, lifestyle and guest experience. We are the Middle East's first luxury experiential brand, endorsed by Forbes Travel Guide. From transformative journeys for ultra-high-net-worth individuals and families to high-impact experiences for governments and global corporations. We design journeys, worlds and moments people remember forever.

We create stories that you'll tell forever.

The Opportunity

ember is looking for organised, proactive freelance Event Coordinators to support our Qatar team on future events.

This is a hands-on role spanning both back-end event operations and front-of-house coordination. You will help build the operational structure behind each event, coordinate suppliers and logistics, support on-site delivery and ensure that details are followed through from preparation to execution.

We are looking for people who are highly organised, confident working in fast-moving environments and comfortable taking ownership of the practical details that help an event run smoothly.

What You'll Do

Event Operations & Planning

Build and maintain the operational framework for each event, including schedules, checklists, operational spreadsheets and logistics trackers. Keep information organised, accurate and easy for the wider team to follow.

Supplier & Logistics Coordination

Coordinate suppliers, deliveries, transport and wider event logistics. Maintain clear communication with all relevant parties and ensure arrangements are confirmed ahead of delivery.

Follow-Up & Tracking

Follow up on outstanding tasks, track progress and confirm arrangements. Maintain visibility across key operational details and proactively flag anything that requires attention.

Event Preparation & On-Site Support

Support event preparation, on-site operations and guest coordination as required. Work closely with the ember team to ensure the experience is delivered smoothly and professionally.

Last-Minute Changes & Communication

Respond calmly and practically when plans change, resolving issues where possible and communicating any important updates promptly to the team.

Who You Are

You are highly organised, proactive and comfortable managing several moving parts at once. You enjoy bringing structure to complex event operations and take pride in making sure details are properly followed through.

You communicate clearly with colleagues, clients and suppliers, and you are confident working both behind the scenes and in a front-of-house environment when required.

You remain calm when priorities shift, use good judgement under pressure and understand the level of professionalism and attention to detail expected when supporting luxury and VIP experiences.

What You'll Need

Essential:

• Strong experience in both back-end event operations and front-of-house coordination
• Excellent Excel skills, including building and managing operational spreadsheets, schedules and tracking systems
• Previous experience coordinating events and managing multiple suppliers
• Ability to multitask, prioritise and remain calm under pressure
• Strong attention to detail, clear communication and proactive follow-through
• Well presented and professional, with confidence in a client-facing role when needed
• Fluent in Arabic and English

Preferred:

• Previous experience supporting luxury, VIP or high-profile events

The Details

Location: Qatar
Engagement Type: Freelance
Dates: To be confirmed depending on the event
Availability: Candidates may be contacted based on upcoming event requirements