Event Management Coordinator (Saudi Arabia)

About the role

The Events and Engagement Officer coordinates and executes high-profile academic and non-academic events and institutional events, ensuring an excellent attendee experience, smooth logistics, effective communication and strong stakeholder engagement. The role works closely with leadership, the Director of Operations, external partners and service providers to deliver events aligned with the institution's strategic objectives.

Key responsibilities

• Coordinate end-to-end planning and execution of academic conferences, workshops, symposiums and visits.
• Develop detailed event timelines, floor plans and run-of-show documents.
• Manage on-site operations such as registration, venue setup, AV coordination, catering and other requirements.
• Ensure compliance with campus policies, safety standards and protocol guidelines for high-profile attendees.
• Plan and manage logistics for on-campus and off-campus events, including travel, accommodation, transportation, airport assistance, visas (if required), room bookings, catering, formal meetings and cultural or social activities.
• Handle event procurement and finance: raise purchase requisitions, process purchase orders, complete service entry sheets, handle invoices, support vendor onboarding, track budgets and reconcile after events.
• Act as liaison between internal departments and external vendors and service providers.

Required profile

• Bachelor's degree in Event Management, Communications or a related field.
• At least two years of experience in event planning, logistics coordination or a similar role, preferably in an academic or research environment.
• Demonstrated experience coordinating events of varying size and complexity with a track record of successful execution.

Required skills

• Experience in budget management and financial tracking for events.
• Experience in procurement and financial processes for events.