Event Coordinator

Role Overview

We are looking for a meticulous and proactive Event Coordinator to assist in the planning, coordination, and execution of various events such as conferences, exhibitions, workshops, stakeholder meetings, and other related projects. This position involves managing schedules, tasks, participants, suppliers, registration, and operational needs with close collaboration across internal teams, external partners, participants, and service providers throughout all phases of event preparation and implementation.

Key Responsibilities

• Manage assigned event activities, scheduling, and operational tasks efficiently.
• Track progress on assigned tasks, deadlines, and ensure completion of pending actions.
• Liaise with internal teams, venues, suppliers, contractors, participants, and external stakeholders.
• Support processes for invitations, registration, confirmation, attendance tracking, and participant communication.
• Handle organization and maintenance of information about speakers, sponsors, exhibitors, investors, guests, and involved entities.
• Prepare essential documents including correspondence, presentations, reports, schedules, and event lists.
• Support planning of meetings, including developing agendas, invitations, recording minutes, and following up on action items.
• Maintain accurate records in task tracking systems and provide regular updates to project managers.
• Assist with venue setup, event logistics, coordination of guests, and onsite operational tasks.
• Ensure timely access to required materials, approvals, documentation, and information.
• Effectively communicate updates, schedules, instructions, and changes to all involved parties.
• Identify and report potential delays, operational challenges, and outstanding requirements promptly.
• Help resolve any operational or logistical issues arising during event planning or live delivery.
• Maintain well-organized electronic and physical project documentation.
• Assist in compiling post-event reports, evaluations, attendance records, and future recommendations.
• Build and maintain professional relationships with participants, partners, suppliers, and stakeholders.
• Carry out additional coordination and administrative functions as needed per project demands.

Candidate Qualifications

• At least one year of relevant experience in event coordination, project coordination, administration, operations, or a similar discipline.
• Fluency in both Arabic and English languages, written and spoken.
• Proficient user of Microsoft Office suite (Excel, Word, PowerPoint, Outlook, Teams).
• Skilled in preparing professional reports, presentations, meeting minutes, schedules, and tracking tasks.
• Strong organizational, communication, coordination, and follow-up capabilities.
• High attention to detail and accuracy in document and information management.
• Ability to juggle multiple priorities and adhere to deadlines.
• Experienced in stakeholder engagement and customer service.
• Capable of working independently as well as part of a team.
• Adaptability to handle operational changes and unexpected challenges professionally.
• Familiarity with event management software, scheduling tools, and collaborative project systems is advantageous.
• Bachelor’s degree preferred in Business Administration, Event Management, Marketing, Communications, or related areas.
• Willingness to travel and work from various locations including on-site at event venues as necessary.
• Availability to contribute during event setup and live operations.