Description:
To provide support to the department for planning, scheduling and execution of events in an effective and efficient manner in line with established guidelines and policies.
Key Result Areas:
- Create, implement and execute an event’s Project plan for all Events Unit
- Assist the supervisor in preparing events calendar for corporate events by liaising with other departments and centers of QF to collate information, circulate updated copies of events calendar to all relevant stakeholders
- Liaise with other departments and QF Entities to ensure provision of appropriate manpower and resources to execute events
- Review and develop scope of work of all corporate events before submitting to Supervisor
- Prepare event brief and provide inputs towards developing the event project plan; participate in cross-functional meeting for finalizing event plan; circulate to all relevant stakeholders, file and archive the finalized event project plan for implementation
- Assist the supervisor/end user for selecting venue options, performers, finalize seating plan, ensure logistics (e.g. event program schedule, catering etc.) and security arrangements are in place, dispatch invites to guests
- Assist Supervisor/end user in the coordination for all logistics, including invitation content, guest lists, catering arrangements, presentation materials, audiovisual support, media services, webcasting, photography, security procedures, signage opportunities, messaging opportunities, collateral, gifts, etc. Coordinate with marketing team for collaterals and gifts, and maintain budgetary records
- Coordinate for the logistics involved in the event and ensure timely production and dispatch of collaterals and ensure timely delivery of supplies and equipment required for the event
- Assist Protocol Team in the preparation of the final guest list for events for the initial approval of the supervisor; identify VIPs/VVIPs where involvement of Protocol team is required
- Coordinate the dismantling and removal of the event and clearing the venue efficiently
- Coordinate post-event evaluation (including data entry and analysis and producing reports for event stakeholders)
- Help analyze and evaluate on a qualitative/quantitative basis the effectiveness of each event based on established goals and objectives related to events production
- Understand and ensure compliance to all applicable legal and regulatory guidelines
- Provide inputs to the Supervisor for preparing/updating the vendor appraisal forms; file and archive all documentation related to vendor appraisals and communicate same to vendors
- Work with the Supervisor to identify and establish Key Performance Indicators (KPIs) and scorecards; report these and other key metrics for use in management decision making
- Provide support during process audits; implement and monitor corrective actions identified during audit
- Participate in operational review meetings with the team to discuss tasks list and report on status of existing jobs and projects
- Oversee the day to day operations and aspects of assigned projects/task and generate reports on the activities and project outcomes for higher level management reference
- Any other reasonable task assigned by supervisor
Minimum Knowledge, Skills & Experience:
- BA/BS in Marketing, Management or related field, PMP certification, or other professional certification for event management
- 2-5 years of work experience in events department or event management company
- Knowledge of event management processes
- Good written and oral communication skills; Arabic proficiency is essential
- Ability to coordinate with and manage multiple stakeholders
- Attention to detail and commitment to quality
- Ability to multi-task and handle tight deadlines
- Good planning and organizational skills
- Proficiency in MS Office applications