Events Management Specialist || اختصاصي إدارة فعاليات

JOB PURPOSE
To plan, coordinate, and execute the full range of events for Al Madina Azarqa, including corporate launches, press conferences, community events, exhibitions, sponsorships, CSR activations, and stakeholder engagements. The Events Management Specialist is responsible for the end-to-end operational delivery of events – from concept coordination and vendor management through to on-site execution and post-event reporting – in line with plans approved by the Director of Marketing and Communications. The role requires a hands-on events professional who is organised, detail-oriented, and capable of managing multiple events simultaneously while maintaining consistently high brand and quality standards.
KEY ACCOUNTABILITIES AND RESPONSIBILITIES
Event Planning & Coordination
• Support the Director of Marketing and Communications in developing the annual events calendar, providing input on timelines, logistics requirements, and vendor options.
• Coordinate all pre-event planning activities including venue sourcing, supplier briefing, collateral preparation, and internal stakeholder alignment.
• Develop and maintain detailed event project plans, timelines, run-of-show documents, and task checklists for each event, ensuring all workstreams are tracked and on schedule.
• Prepare event briefs and coordinate with relevant internal departments to confirm attendance, speakers, AV requirements, branded materials, and other event needs.
• Liaise with the marketing team to ensure event branding, invitations, signage, and communications are produced and delivered on time and to brand standards.
• Maintain an up-to-date events tracker covering all upcoming, in-progress, and completed events, accessible to the Director of Marketing and Communications at all times.
Vendor & Supplier Management
• Source, brief, and coordinate event agencies, venues, production companies, AV suppliers, caterers, printers, and other vendors for each event.
• Obtain and evaluate vendor quotations, preparing comparison summaries and recommendations for review and approval.
• Manage day-to-day communication with all event vendors and suppliers, ensuring timely delivery of services, materials, and technical requirements.
• Review and track vendor contracts, purchase orders, and service agreements, flagging any discrepancies or risks.
• Monitor vendor performance throughout the event lifecycle, addressing issues promptly and escalating unresolved matters to the Director as required.
• Maintain a vetted and up-to-date database of preferred vendors, agencies, and venues to support efficient planning for future events.
On-Site Event Execution
• Lead on-site event coordination and management, serving as the primary point of contact for vendors, venue staff, and internal teams on the day of each event.
• Oversee event set-up and breakdown, ensuring all physical and technical elements are in place, on-brand, and functioning as planned prior to guest arrival.
• Manage guest registration, seating arrangements, VIP protocols, and on-site hospitality in line with the event plan and guest profile.
• Coordinate speaker and presenter logistics including scheduling, briefing, AV requirements, and on-site support throughout the event.
• Monitor event flow against the run-of-show, making real-time adjustments as needed and keeping the Director of Marketing and Communications informed of any developments.
• Ensure all health, safety, and access requirements are in place and adhered to throughout the event in coordination with venue management.
Corporate & Stakeholder Events
• Coordinate the logistics and operational delivery of corporate events including product launches, investor briefings, government stakeholder engagements, press conferences, and VIP site visits.
• Manage guest lists, formal invitations, RSVP tracking, and seating plans for corporate and high-protocol events, ensuring appropriate arrangements for senior officials and VIP guests.
• Liaise with relevant government entities, protocol offices, and community representatives to ensure compliance with official event protocols and expectations where applicable.
• Coordinate with the PR and communications team to ensure media presence, coverage logistics, and event messaging are aligned ahead of each corporate event.
• Support the Director of Marketing and Communications in preparing event briefing notes and presentations for senior leadership ahead of significant events.
CSR & Community Events
• Coordinate the planning and on-ground execution of CSR-related events including community programmes, environmental initiatives, employee volunteering activities, and charitable campaigns.
• Liaise with NGOs, community organisations, and government contacts to confirm participation, logistics, and requirements for each CSR event or activation.
• Ensure all CSR events are delivered in a manner consistent with the company’s values, community commitments, and Oman Vision 2040 priorities.
• Coordinate the production of event collateral, documentation, and photography to support CSR reporting and communications outputs.
• Track CSR event participation, expenditure, and outcomes, maintaining organised records to feed into periodic CSR impact reports.
Exhibitions & Sponsorships
• Coordinate the company’s participation in external exhibitions, trade shows, property expos, and industry events, managing stand design, logistics, staffing, and collateral requirements.
• Liaise with exhibition organisers to confirm participation terms, stand specifications, deadlines, and on-site requirements.
• Manage sponsorship activation logistics, ensuring all sponsor entitlements are fulfilled on time and to the standard agreed in the sponsorship agreement.
• Coordinate branded materials, giveaways, and promotional items required for exhibitions and sponsored events, ensuring timely production and delivery.
• Compile post-exhibition reports covering attendance, leads, coverage, and return on participation for review.
Post-Event Reporting & Administration
• Compile comprehensive post-event reports for every event, covering attendance figures, media coverage, vendor performance, budget reconciliation, and key observations.
• Gather and consolidate feedback from internal stakeholders, guests, and vendors following each event to identify lessons learned and areas for improvement.
• Track all event expenditures against approved budgets, reconciling actuals and submitting timely expense reports and invoice documentation to the Corporate Communications Manager.
• Maintain organised, accessible records of all event materials including contracts, run-of-show documents, photography, supplier communications, and post-event reports.
• Coordinate administrative tasks related to event suppliers including purchase orders, invoice processing, and delivery confirmation in line with procurement procedures.
• Prepare and maintain a lessons-learned log to continuously improve event planning, execution, and vendor management processes over time.
MINIMUM QUALIFICATIONS & EXPERIENCE
Education
• Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, Business Administration, or a related field.
• A professional certification in event management or project management (e.g. CMP, CSEP, PMP, or equivalent) is an advantage.
Experience
• Minimum 4 years of progressive, hands-on experience in event planning and execution, covering a range of event types and scales.
• Demonstrated experience coordinating end-to-end event delivery including vendor management, logistics, on-site execution, and post-event reporting.
• Proven experience managing multiple events simultaneously, with a track record of delivering on time and within budget.
• Experience coordinating corporate, government, or VIP protocol events is highly desirable.
• Experience in CSR-related events, community activations, or exhibition management is an advantage.
• Industry background in mixed-use developments, real estate, hospitality, tourism, or related sectors is highly preferred.
Skills & Knowledge
• Full professional fluency in Arabic and English (reading, writing, and speaking) is mandatory.
• Strong knowledge of event planning and management practices, including venue sourcing, vendor coordination, logistics, and on-site operations.
• Solid understanding of vendor and supplier management, including quotation evaluation, contract tracking, and performance monitoring.
• Familiarity with government and VIP event protocols as practised in Oman is an advantage.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with event management tools or project management software is an advantage.
• Excellent organisational and project management skills, with the ability to manage multiple workstreams, priorities, and deadlines simultaneously.
• Strong attention to detail and a commitment to delivering consistently high-quality, on-brand event experiences.
• Physically able and willing to work extended or irregular hours during event set-up, on-site execution, and breakdown as required.
• Professional, calm under pressure, and capable of making clear decisions in a fast-paced, high-stakes event environment.