Event Coordinator

Job Overview

We are looking for a highly organized and proactive Event Coordinator to assist in planning, coordinating, and executing various events including conferences, exhibitions, workshops, stakeholder meetings, and other related projects. The role involves managing schedules, tracking tasks, liaising with participants, suppliers, and service providers, as well as handling documentation and registration processes. Successful coordination requires close collaboration with internal teams and external stakeholders throughout the preparation and delivery phases.

Key Responsibilities

• Manage event activity schedules, operational needs, and assigned tasks.
• Ensure timely follow-up on deadlines, deliverables, and outstanding actions.
• Coordinate with internal staff, suppliers, contractors, venues, and external participants.
• Oversee invitations, registrations, attendee confirmations, and communication with participants.
• Compile and organize information related to speakers, sponsors, exhibitors, investors, and guests.
• Prepare necessary event documentation such as correspondence, presentations, reports, and schedules.
• Support the arrangement of meetings by preparing agendas, invitations, minutes, and following up on action items.
• Maintain accurate task tracking systems and update the project management team regularly.
• Assist with venue setup, event logistics, guest management, and on-site coordination during events.
• Ensure timely receipt of required materials, documents, approvals, and information.
• Communicate updates, schedules, instructions, and changes effectively to all relevant parties.
• Identify and report delays, operational challenges, and outstanding requirements.
• Help resolve issues that arise during preparation and live event execution.
• Keep project records well organized both electronically and physically.
• Contribute to post-event reporting, evaluations, attendance records, and provide recommendations.
• Maintain professional relationships with participants, partners, vendors, and stakeholders.
• Carry out any additional coordination and administrative duties as needed by the project.

Qualifications and Requirements

• At least one year of experience in event coordination, project administration, operations, or a related field.
• Fluency in both Arabic and English, written and spoken.
• Proficient with Microsoft Office suite including Excel, Word, PowerPoint, Outlook, and Teams.
• Skilled in creating professional reports, presentations, meeting minutes, schedules, and tracking tools.
• Strong organizational, communication, coordination, and follow-up capabilities.
• Attention to detail and precision in managing documents and information.
• Ability to handle multiple priorities and meet deadlines efficiently.
• Excellent stakeholder management and customer service skills.
• Capable of working independently and collaboratively within a team environment.
• Adaptable in responding professionally to unexpected changes and operational issues.
• Experience with event management software, scheduling tools, and shared project platforms is advantageous.
• Preferred qualifications include a Bachelor’s degree in Business Administration, Event Management, Marketing, Communications or related discipline.
• Willingness to travel and operate from varied locations including event venues as needed.
• Availability to support event setup and live event operations on demand.