Events Coordinator (Saudi Arabia)

Job description

Position Summary The Event Coordinator is responsible for planning, coordinating, and executing divisional events, academic visits, faculty recruitment activities, conferences, and workshops. The role ensures exceptional participant experiences through effective event management, seamless logistics, stakeholder engagement, and clear communication. Working closely with divisional leadership, faculty, administrative teams, external partners, and service providers, the incumbent manages end-to-end event delivery and visitor support while ensuring compliance with university policies and operational standards. 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.