Assistant Events Manager - UK/EU

Who We Are

Fueled by passion, KAYALI was founded in 2018 by beauty mogul and fragrance fanatic, Mona Kattan. Translating to ‘my imagination’ in Arabic, KAYALI provides a modern fragrance experience inspired by Mona’s rich Middle Eastern heritage and the art of layering scents to help you create your mood; where sharing scents is a ritual and smelling good is both an act of goodwill and self-love. Mona collaborates with some of the world’s most renowned perfumers and sources the finest ingredients to create unique juices that are infinitely memorable, long-lasting, and cruelty-free. Each luxurious fragrance is an ode to true craftsmanship and tells a special story, from the addictive notes to the multi-faceted jeweled bottles. 

Our Mission

To make everyone feel like the diamond they are! To build a global community of fragrance lovers through the power of scent and by providing them with the most innovative & luxurious fragrances, education and sharing our Middle Eastern fragrance rituals with the world.

Summary

Support the planning and delivery of KAYALI events across the UK/EU, encompassing PR and media events, influencer experiences and consumer activations. Working closely with the Senior PR, Influencer & Events Manager, regional Marketing, Commercial, Education and Operations teams, global colleagues and external agencies, bring brand campaigns to life through engaging experiences that build awareness, relationships, product trial and commercial performance.

This is a hands-on delivery role with direct responsibility for day-to-day event coordination and administration. The role holder owns the accuracy and timely completion of event trackers, guest administration, purchasing documentation, logistics and reporting, alongside supporting creative development and on-site execution. Own agreed workstreams and smaller events within approved briefs and budgets, with strategic direction and final approvals retained by the relevant budget owner and senior team.

Requirements

Essential Duties and Responsibilities:

Event planning and delivery

• Support the UK/EU event calendar and contribute ideas that reflect campaign objectives, audience needs, local culture and KAYALI brand guidelines.

• Translate approved briefs into project plans, timelines and task lists; coordinate deliverables, dependencies and approvals across internal teams, agencies and suppliers.

• Research venues, production partners and hospitality options; obtain and compare quotations, support negotiations and recommend cost efficiencies for approval.

• Coordinate production, styling, branding, catering, staffing, photography and content capture, ensuring partners receive clear briefs and approved assets.

• Prepare run of show documents, production schedules, staffing plans, briefing packs and checklists using agreed global frameworks and regional processes.

• Support event risk assessments and contingency plans; coordinate required venue, supplier, insurance and health and safety documentation with the relevant teams.
  Attend site visits and oversee assigned on-site workstreams, including set-up, guest arrival, supplier coordination, stock checks and close-down.
  
  PR influencer and consumer experience
• Partner with PR and Influencer colleagues on guest selection, invitations, hosting requirements, gifting and event content opportunities; maintain a consistent and welcoming guest experience.
• Coordinate team travel, accommodation, transfers, itineraries and hospitality, including founder or VIP arrangements where required and approved.
• Coordinate consumer registration, ticketing and attendance processes, working with partners to manage capacity, accessibility needs and guest communications.
• Work with Education, Trade Marketing, Commercial and Operations on product education, sampling, event stock and retail journeys that support trial and conversion.

Agency and stakeholder coordination

• Act as a day-to-day contact for assigned agencies, venues and suppliers, tracking delivery against the agreed scope, costs and deadlines.
• Schedule project meetings, circulate agendas, record decisions and actions, and follow up with owners to keep delivery on track.
• Keep stakeholders informed of progress, approvals required and emerging risks; escalate budget, timing or delivery concerns before commitments are made.
  

Event administration and financial coordination

• Administrative duties are a core and ongoing part of this role. The role holder is responsible for completing and maintaining the following activities;
• Maintain the event calendar, project trackers, contact lists and organised shared folders, including current briefs, approvals, quotations, agreements and final event documents.
• Complete supplier onboarding and purchase order requests; submit contracts and purchasing documentation through the required approval process before expenditure is committed.
• Maintain event budget trackers with approved budgets, quotations, committed spend, actual costs and forecasts; flag variances and potential overspend promptly to the budget owner.
• Check invoices against approved purchase orders and delivered services, resolve discrepancies with suppliers and Finance, and track payment progress and event budget reconciliation.
• Coordinate product and gifting requests, packaging, courier bookings, shipping paperwork and delivery tracking; keep stock allocation, distribution and returns records accurate.
• Compile event records and supporting materials after each activation, including attendance, content links, photography, supplier feedback and final costs.

Requirements

• 4+ years of relevant experience in events, experiential marketing or PR, ideally within beauty, fragrance, luxury, fashion or lifestyle.
• Experience supporting PR and influencer experiences as well as consumer or retail events, with confidence coordinating agencies and suppliers.
• Strong administrative and organisational skills, attention to detail and the ability to manage several projects, deadlines and changing priorities.
• Practical experience managing guest lists, event logistics, purchase orders, invoices and budget trackers; confident using Excel, PowerPoint and shared project tools.
• Excellent written and verbal English, strong interpersonal skills and a collaborative, proactive approach. Additional European languages are an advantage.
• Understanding of the UK/EU media, influencer and retail landscape, event measurement and social content opportunities; passion for fragrance and guest experience.
• Willingness to travel across the UK/EU and work occasional evenings and weekends as event delivery requires.

Benefits

• Premium Medical/Dental/Vision coverage
• Find your Magic Days
• Volunteer Day
• Birthday Leave
• Egg Freezing Benefits
• Employee discounts on all Kayali products
• Quarterly product gifting
  
  

KAYALI is committed to building diverse and inclusive teams and upholding an equal employment workplace that is free from discrimination. We hire stellar individuals regardless of their race, color, ancestry, religion, gender identity, national origin, sexual orientation, age, marital status, medical conditions, disability, or veteran status. If you need reasonable accommodations at any point in the application or interview process, please let us know.