Events and Conferences Manager

3 weeks ago

Riyadh, Saudi Arabia Kapsarc Full time

**JOB DESCRIPTION**:
Based on his/her experience of producing similar high-quality events, the manger will lead KAPSARC in its events and conferences on the best delivery plan for ensuring a world-class event.

**Required qualifications**:

- Minimum of bachelor’s degree in relevant field: marketing, engineering, event management.

**Experience**:

- 10+/year’s conference production experience with same nature of Energy and Economy conferences or related content.
- Focus is on events in the Energy and Economics sector so experience or knowledge of such is highly desirable, but not more important than production experience.
- Experience of successfully creating and producing a series of annual events within a fast-paced commercial conference company.
- Familiarity with the digital world, from community and content marketing through to ‘digital first’ events, with an interest in building this into event offering.
- Excellent communication, interpersonal, relationship and project management skills.
- Strong teamwork player with high ability to work and cooperate with others.
- Leadership skills to lead and guide team members through different situations.
- Creativity, excellence and empowerment skills.
- Communicates and resolves problems effectively and in a timely manner with all related parties including clients and event organizers.
- High ability to foster and lead teams at all events stages.
- Proven customer service interpersonal/human relations skills.
- High level of Arabic/English verbal and written communication skills.
- Ability to relate effectively with institutional personnel and the public.
- Time flexibility to work after official working hours as needed to manage events and conferences.
- To help set the center’s events strategies and build the center’s annual plan, and identifying required resources.
- To develop a full events plan starting from objectives and activities then create scope of work detailing all services and requirements.
- To develop and coordinate all required contracting processes and activities for events including contacts with a wide array of vendors to ensure consistent delivery of needed goods and services for conference and event programs.
- To translate scope of work to detailed action plans (activities, schedule, resources, and delivery).
- To develop events budget and related cost estimates.
- To review and approve technical submittals of event management and conference producers.
- To manage events time schedule and action list with trackers.
- To manage event management agents and conference producers during the preparation and on site and follow up on a timely basis.
- To control all required execution work on site maintaining high level of quality and safety standards.
- To develop all required on ground and crowd management activities including meet and greet, registration, monitoring, and others.
- To understand the complex needs of different events, and diverse clients, ensuring all operations related to the Protocol department are executed with precision and excellence.
- To maintain a working relationship with vendors, stakeholders, and venues in coordination with other KAPSARC department representatives and service providers.
- To plan and manage business events including workshops, seminars, conferences, and public events based on the global events standards following the center and department procedures.
- To manage organizing all visits to KAPSARC, including VIP and high-profile, with all required planning, management, and coordination based on the department and the center procedures.
- To develop and manage external events contracts include bidding, financial payment, supervision, and execution as per the center and department procedures.
- To manage and oversee events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organizing vendors.
- To work closely with all center departments to develop and implement policies and procedures related to conference services; assessment of health and safety and related risk issues.
- To work closely with the Facilities Management staff to ensure appearance and cleanliness of the space is appropriate to the client.
- To serve as a liaison between the conference staff and the service/support departments to ensure success of the conference.
- To ensure that all events comply with all government regulations and center’s policies and procedures.
- To lead and manage the events and workshop team within KAPSARC.
- to manage KAPSARC participation at any external exhibitions or fairs within Energy ecosystem or other, including developing the participation strategy, content development, booth design, on ground logistic requirement, messaging, and representatives.

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