Who We Are

Ikigai provides extraordinary space for individuals and organizations in a sustainable, community-oriented environment, helping them feel balanced and productive. We are a beautifully curated collective of shared office spaces in Kenya.

At Ikigai, we cultivate an environment where meaningful human interactions are nurtured to encourage impactful and profitable connections between ideas, individuals, and businesses.

Ikigai is not just another shared office space but a place where community and the collective are at the heart of everything we do. At Ikigai, you have a beautiful and secure space to work from, social areas to connect with your peers and strangers to create fruitful relationships that help push your business forward, events and workshops in our tree-filled gardens or boardrooms, and a coffee bar to keep you productive.

Who You Are

The Events and Experiences Assistant is part of Ikigai’s PLAY pillar whose primary focus is to cultivate content-driven experiences and human interactions that inspire the Ikigai community and the local work and play scene at large.

You must love building communities, helping others work as a team, enjoy the idea of being part of something bigger than any one person, and ultimately take pride in a job well done and in positively impacting the Ikigai community

You are the right person if you enjoy wearing many hats. You enjoy event planning. You’re a details person! You’re the glue in your friends’ circle and have a knack for bringing people together. You thrive in a busy environment and meet all your deadlines with ease and excellence! You are super organized, handle numerous moving parts, and prioritize like a genius. You’re completely at home with data and provide incredible customer service at a moment’s notice, without missing a single data point. You. Love. People.

Education and Experience

• A college graduate with a four-year degree preferred
  
• 1-2 years of experience in events, customer experience, marketing
• Understanding of the importance of networks, human interactions, and experiences and how they come together to build a community
• Punctual, professional, thorough, and entrepreneurial
• A quick learning self-starter that works well in a fast-paced, start-up environment
• Highly organized and efficient, with excellent time management skills and ability to prioritize tasks effectively when everything is happening at once
• An individual that doesn’t just show up to work at the office, but owns the office, taking pride in managing every little event detail of the meeting and event spaces, calendar, and networks
• Collaborative and engaging, likes to work in a team, but also independent and gets the job done, no matter what is required
• Adaptable and innovative, owning mistakes and moving on
• Events planning and coordination experience preferred
• Customer service experience and training in event planning & hospitality from reputable schools or any specialized training in Event Coordination & Management is a plus

What to Expect

This role reports to the Hospitality Manager and will work closely with the Finance, Marketing, Facilities & Projects teams to meet the expectations of the job.
The role is a healthy mix of event planning, logistics and execution, Everything you do will be in the interest of creating and sustaining an authentic and thriving community and business. Everything. The heart and soul of an Ikigai event is dynamism, authenticity, and meaningful human interaction.

• Emulate Ikigai’s core values and strive to achieve our mission
• Assist the Events and Community Management teams to achieve the following:
• Create and execute an exciting and inspiring events and meetings strategy that makes Ikigai the go-to events space
• Create a welcoming and collaborative community environment amongst our members, and build these relationships through events
• Ensure that our event spaces (including meeting/conference facilities) are fully operational, and processes are running smoothly
• Expand event space capabilities and quality

Role Responsibilities

Internal and External Events Management and Sales

• Assist in developing public facing and community events that raise awareness of our spaces as event hubs, elevating the Ikigai and Roasted Truth brands in the market
• Assist in ensuring that all events run smoothly specifically through forward planning and preparedness, and coordinate activities during and after the event including assisting with the setup and breakdown of event venues, ensuring all materials and equipment are in place. Coordinate with vendors and suppliers to ensure timely delivery and setup.
• Oversee the inventory of event supplies, ensuring that all necessary materials are available and in good condition.
• Provide assistance during events, handling attendee registration, managing backstage operations, and addressing any issues that arise promptly.
• Assist in Driving sales of all events and ensure high attendance and satisfaction of all attendees
• Field event requests submitted through the Ikigai app, website, walk-ins, and tours and serve as a point of contact for event inquiries, providing timely and accurate information to potential event & production hosts.
• Maintain events visitor database

Administrative

• Technical problem solving when needed, including the ability to test and troubleshoot minor issues with the meeting room facilities, appliances, printers, and wireless networks among others
• Manage recurring tasks such as booking events on calendar, booking vendors, coordinating staff meals, coordinating event team alerts (personal & on WhatsApp group. Maintain organized records of event documentation on SharePoint for easy retrieval and reference

Essential Skills and Competencies

• Passion for and understanding of Ikigai’s mission and values
• Superior verbal and written communication skills
• Exceptional organizational, time-management and prioritization skills
• Highly detail-oriented
• Strong work ethic
• Demonstrates integrity, dependability, responsibility, accountability, self- awareness, work ethic, empathy, and professionalism
• Creative problem-solving skills
• Ability to work in a dynamic, fast-moving environment
• Passion for entrepreneurial communities
• Proficient in computer skills, and social media platforms
• Strong networking and presentation skills

At Ikigai, we are just as interested in how someone fits with our culture, as their ability to get the job done. For anyone joining our team we are also interested in whether:

• You show up to work as your true and authentic self. Whether that is having a talent for Lingala dancing, baking, reading, or sleeping in & watching Netflix.
• You enjoy teamwork and collaboration. When you are stuck you ask for help and are a candid communicator.
• You take pride in being detail-oriented and highly organized. You have strong work planning and time management skills and can effectively prioritize both urgent and important tasks when everything is happening at once.
• You hold yourself to the highest standards of personal and professional integrity. You maintain confidentiality when appropriate and you know when and how to professionally pull in support when faced with a challenging situation.

The Interview Process

Application (You are here)

• Our people and culture team will review your application to see how your skills and experience align with our needs.

Culture interview (virtual call)

• Our goal is to explore your motivations to join our team, learn why you’d be a great fit, and answer questions about us.

In-Person Technical interview (length varies by role)

• You'll meet the hiring team who will evaluate skills needed to be successful in your role.

Final Interview (length varies by role)

• You'll meet one of our Founders and get a feel of what it looks like working in the team.

Offer Stage Pop the champagne (after you sign)

• If everyone’s happy, we’ll make you an offer to join us - YAY! 😃

*****The interview process might change based on the role, you shall be advised if that is the case.

Ikigai is as an Equal Opportunity Employer, committed to nurture the growth and career development of its employees by providing an environment where opportunities for such growth are open and available on merit basis. The above statements are intended to describe the general nature and level of work performed by this job's employee. They are not intended to be an exhaustive list of all responsibilities and activities required of the position.