Events Coordinator

Major Responsibilities

Event Planning and Execution

• Coordinate the end-to-end planning and execution of divisional events, including faculty recruitment visits, academic seminars, conferences, workshops, symposiums, and other strategic engagements.
• Develop event plans, timelines, schedules, and operational documentation to ensure successful event delivery.
• Manage on-site event operations, including registration, venue setup, audiovisual coordination, catering, transportation, and participant support.
• Coordinate cross-functional requirements and approvals to support high-profile and strategically important events.
• Ensure compliance with university policies, safety standards, protocol requirements, and institutional guidelines.

Visitor and Recruitment Support

• Coordinate logistics for faculty recruitment candidates, academic visitors, speakers, and guests, including visa processing, travel arrangements, accommodations, transportation, campus access, interview schedules, and visit itineraries.
• Serve as the divisional liaison with Government Affairs and other relevant departments on matters related to visas, residency permits (Iqama), and other governmental requirements.
• Process visitor-related reimbursements and ensure accurate documentation of associated expenses.

Stakeholder and Vendor Coordination

• Act as the primary point of contact between the division and internal stakeholders, service providers, and external vendors to ensure efficient coordination and successful event execution.
• Collaborate with divisional teams, central administrative units, and university partners on event scheduling, logistics, communications, and operational support.
• Support procurement planning, vendor selection, and contract-related coordination in accordance with university policies and procedures.

Communications and Event Promotion

• Coordinate event communications, including announcements, invitations, participant correspondence, promotional materials, programs, signage, and event collateral.
• Work closely with divisional and central Communications teams to support event promotion and ensure branding and messaging align with institutional standards.

Financial Administration and Reporting

• Coordinate invoice submission, payment processing, and financial documentation related to events and visitor activities.
• Track and maintain records of event expenditures and budgets, ensuring accuracy, compliance, and timely reporting.
• Maintain event and visitor databases, including attendance records, logistics information, and expense tracking.

Continuous Improvement and Data Management

• Collect and analyze event metrics, participant feedback, and vendor performance data.
• Prepare event briefings, post-event reports, and recommendations to support continuous improvement and enhance future event effectiveness.
• Manage multiple events and projects concurrently, adjusting priorities and timelines to meet evolving operational needs.

Competencies

• Organizational Skills: Exceptional ability to manage multiple projects and priorities simultaneously, demonstrating strong attention to detail.
• Communication Skills: Excellent verbal and written communication skills to effectively interact with diverse stakeholders.
• Problem-Solving: Strong analytical and problem-solving abilities to address challenges that arise during event planning and execution.
• Team Collaboration: Proven ability to work collaboratively in a team environment and foster positive working relationships.
• Excellent computer skills in programs such as Microsoft Office, events platforms, Shopify, Formstack, Adobe Suite.
• Adaptability: Flexibility to adapt to changing circumstances and priorities, with a proactive approach to overcoming obstacles.
• Language Skills: Fluency in English is required; proficiency in Arabic is a plus.

Qualifications

Bachelor's degree in Business Administration, Event Management, Communications, or a relevant field.

Experience

• At least two (2) years of experience in event planning, logistics coordination, or a similar role, preferably in an academic or research environment.
• Demonstrated experience in coordinating events of varying sizes and complexities, with a track record of successful execution.
• Experience in budget management and financial tracking for events.