Head of Events & Protocol

Position Summary

Based in the Office of the CAO, the Head of Events & Protocol is responsible for the strategic planning, delivery, and evaluation of a wide range of presidential and institutional-level events across the university (internal/external events). 

The role leads a team in developing and implementing event management standards and guidelines that are aligned with University’s strategy and provide a consistent, high-quality, customer-focused service. The Head of Events & Protocol also plays a key role in enhancing KAUST’s profile by engaging stakeholders and advising the University community on diplomatic and procedural protocols for high-profile visitors and delegations.

Major Responsibilities

• Provide strategic leadership in planning, delivering, and evaluating institutional-level events across the university, including internal and external events.
• Oversee the design, logistics, and execution of high-profile events, ensuring alignment with University strategy and delivery of a high-quality attendee experience.
• Develop, implement, and maintain institutional event management standards, protocols, SOP’s, guidelines, and best practices.
• Advise the University community on diplomatic, cultural, and procedural protocols for high-profile visitors and delegations, including official invitations letters, protocol for VIP welcoming & seating arrangements among others.
• Lead and manage the Events & Protocol team, fostering professional development, collaboration, and high performance.
• Build and maintain strong relationships with internal and external stakeholders to support effective event delivery and enhance KAUST’s reputation. This will include engaging with SVP’s, VPs and Directors of Operations in the various divisions.
• Promote KAUST through world-class events that strengthen the University’s profile locally, regionally, and internationally.
• Ensuring events reflect the institutions’ identity/branding.
• Monitor and evaluate event outcomes, applying lessons learned to drive continuous improvement.
• Ensure compliance with internal policies and procedures.
• Prepare reports for senior leadership.

Personal Requirements 

Competencies

Expertise and Knowledge

• Extensive experience in planning, delivering, and evaluating high-profile institutional or executive-level events.
• Strong knowledge of international diplomatic, cultural, and procedural protocols, with experience advising on high-level visitor engagement.
• Proven ability to develop and implement event management frameworks, standards, and guidelines.
• Able to generate, analyze, and interpret reports and dashboards to monitor event performance, budgets, and attendee engagement.
• Financial and resource management skills, including budgeting and vendor negotiations.
• Familiarity with higher education, government, or international organizational environments (preferred).

Skills and Competencies

• Strategic Thinking: Ability to align events with institutional priorities and long-term objectives.
• Leadership & People Management: Skilled at leading diverse teams, coaching staff, and fostering a collaborative, high-performance culture.
• Stakeholder Engagement: Strong relationship-building and influencing skills with senior leadership, faculty, staff, and external partners.
• Communication: Excellent written, verbal, and interpersonal communication skills, with cultural sensitivity and diplomacy.
• Planning & Organization: Exceptional project management skills, with the ability to manage multiple complex events under tight timelines.
• Problem-Solving: Ability to anticipate challenges, develop creative solutions, and maintain composure under pressure. 
• IT Skills/Digital Proficiency: Proficient in event management platforms, MS Office, collaborative project tools, and digital reporting; able to use digital tools to support event planning, coordination, promotion, and performance monitoring.

Behaviors

• Demonstrates professionalism, discretion, and integrity at all times.
• Highly customer-focused, ensuring a world-class experience for all event participants and stakeholders.
• Flexible, adaptable, and resilient in a fast-paced, changing environment.
• Collaborative and collegial, working across divisions and functions to achieve shared outcomes.
• Committed to continuous improvement and innovation in event management and protocol practices.

Qualifications & Experience

Essential

• Bachelor’s degree in Events Management, Public Relations, Business Administration, International Relations, Communications, or a related field.
• Significant experience (8+ years) in event planning and management, including leadership of large-scale, high-profile, or executive-level events.
• Demonstrated expertise in managing diplomatic and cultural protocols for senior government officials, dignitaries, or international delegations.
• Proven leadership and people management experience, including developing and motivating teams.
• Strong record of stakeholder engagement and collaboration with senior leadership and external partners.
• Experience in budget planning, financial management, and vendor negotiations.
• Excellent written and verbal communication skills, with fluency in English.

Desirable

• Master’s degree in a relevant discipline.
• Experience in a higher education, government, or international organizational environment.
• Knowledge of regional (Middle East/Gulf) cultural, social, and business protocols.
• Fluency in Arabic or additional languages.
• Accreditation or professional certification in event management, protocol, or project management (e.g., CSEP, CMP, PRINCE2, PMP).