KAUST Hiring for Events Coordinator at المملكة العربية السعودية Full Time

Job Purpose:

The Event Coordinator with the GA function will be responsible for the management, design, planning, and execution of GA-wide business events such as Governmental and VIP visits, formal dinners/receptions, GA key annual events, workshops, and social events. The Event Coordinator will plan and discuss the scope, budget, and deliverables with the VP of Government Affairs, as well as coordinate all details, such as the schedule, venue, catering, seating, and other requirements. He or she will oversee each stage of the event to ensure its success and completion.

Major Accountabilities:

• Lead the planning and execution of all GA business visits and events as per the goals and objectives.
• Gain a complete understanding of the requirements for each event/visit.
• Brainstorm event concepts and plans.
• Plan event and visit aspects such as quotations/cost estimates, venue preparation, guest list, equipment, logistical and protocols requirements, and other related event production issues.
• Outline the scope of the event, including time, date, location, and budget.
• Oversee and liaise the activities associated with event production including partnering with departments, subcontractors and vendors as required to successfully execute all aspects of the event.
• Identify all aspects of event risk assessment and emergency planning strategies with HS&E, Security and Facility Management team members.
• Manage all event operations (e.g., preparing venue, invitations, catering set-up, service, etc.)
• Create and evaluate post event surveys, wrap up reports and event debrief.
• Track and verify accuracy of event related expenses from service providers and vendors.
• Maintain vendor contact lists, develop connections, and build a local and regional professional network.
• Provide professional expertise, recommendations and direction in the planning and execution of events as requested by other team members.
• Make recommendations to the Manager on any process improvements and best practices for the execution of events.
• Develop progress and status reports weekly to management and related stakeholders.
• Ensure compliance with legal, and health and safety obligations.
• Conduct inspections and walkthroughs before and during the event to make sure everything is up to the required standards.
• Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
• Prepare detailed reports about the entire phases of the event.
• Perform miscellaneous job-related duties as assigned.

Person Requirement:

Competencies

• Strong interpersonal and communication skills, the ability to work effectively with all levels of management, and foster a cooperative work environment.
• Knowledge and understanding of event planning principles, requirements, and procedures.
• Maintain a professional appearance and attitude, even when under pressure.
• Strong command of writing skills for a range of required documents – proposals, briefings, memos, correspondence.
• Ability to develop, plan, and implement short and long-range goals.
• Ability to prioritize multiple and simultaneous projects.
• Must possess good work habits.
• Ability to exercise good judgment and discretion when navigating complex situations and with confidential information.
• Strong skills in MS Office Suite (Word, Excel, and PowerPoint).

Qualifications

• Bachelor’s degree in Event Management, Hospitality Management, Public Relations or other related disciplines.
• Track record of successful events
• Hospitality, public relations, advertising, audio-visual background are desirable.
• Professional level of written and spoken English.

Experience

Minimum of 3-5 years’ experience in event planning or event coordination in a corporate environment.