Events Management Expert

Purpose of Job

Jobholders at this level are responsible for leading work activities and working autonomously with minor direction towards predetermined long-term objectives.
Jobholders might act as internal consultants and facilitators through providing guidance to deliver and perform operational activities.
Their main operational role includes providing needed advice on all ZATCA’s events in terms of planning, budgeting, participation and any other suggestion that might affect ZATCA’s image and presence.

Job Resposiblites

Job Details

Events Planning  

•    Develop events management overall approach, roadmap, guidelines and quality standards in line with requirements and best practices to ensure consistent and standardized implementation of practices
•    Identify and prioritize list of events to be conducted for the upcoming year based on pre-defined criteria
•    Establish a list of targeted events to engage stakeholders and gather input on selected events’ requirements, objectives, terms and conditions, and coordinate with key involved internal/ external stakeholders 
•    Develop events’ yearly plan and calendar including objectives, goals, theme, target audience, action plan, needed resources, sponsorships, and evaluation and reporting framework
•    Conduct initial budget analysis on selected events to estimate initial cost in line with events’ yearly plan
•    Develop a mitigation plan for potential incoming event challenges to minimize risks
•    Coordinate with related government entities to obtain needed licenses/permits for the events to be held 
•    Communicate the events’ yearly plan and calendar with internal functions to secure timely preparation of operational plans
•    Identify, assess, and engage with vendors based on events management plan and budget
•    Create event master plan including detailed daily timeline, organization team, budget and needed logistics (i.e., food and beverages, entertainment, etc.)
•    Determine registration fees and set-up online registration if required in coordination with relevant stakeholders
•    Identify and contact sponsors if needed to provide them with an opportunity to raise awareness and generate new leads in exchange for support
•    Prepare and send invitations in a timely manner
•    Design and develop appropriate promotions and content to be shared through communication channels in coordination with relevant functions to attract guests
•    Review guest lecturers and speakers ensuring alignment with the content developed 
•    Identify, contact and secure external media outlets in coordination with External Communications general department based on event requirements

Events Execution  

•    Communicate and confirm all events’ details with stakeholders, including but not limited to invitees, vendors, location, logistics, and media attendance to ensure alignment
•    Coordinate logistics for ZATCA events including venue reservation, production of necessary materials, transportation, accommodation, etc.
•    Track events’ arrangements and schedules to ensure smooth execution and adherence to set criteria, protocols, and conditions
•    Communicate roles and staff placement throughout the event ensuring accomplishment of relevant responsibilities
•    Follow-up with related internal and external stakeholders on events’ implementation ensuring adherence to set criteria, controls, and conditions
•    Ensure all logistics (transportation, accommodation, venue, printing), security, and safety measures are executed according to pre-set guidelines and standards
•    Resolve issues identified throughout events in a timely and efficient manner

Events Monitoring  

•    Prepare and share customer satisfaction surveys, gather feedback, analyze customer satisfaction level and recommend needed corrective actions
 

Communication and Contacs

Education

•  Bachelor’s degree in Public Relations or Communications or Marketing or equivalent is required.
•  Master’s degree in Public Relations or Communications or Marketing or equivalent is preferred.
•  A Project Management Certificate is a plus.

Experience

A minimum of 5 years of relevant experience 

Competencies