Event Specialist KSA [Saudi Arabia]

 

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Job Description

Job Purpose

The Event Specialist ensures proper planning and execution of all events related to business across KSA

This role is primarily responsible for handling all commercial events & logistics. e.g.: advisory boards, cycle meetings and internal company meetings, KOLs

sponsorships, Takeda events (Local or International), Speaker tours, Internal Company meeting and trainings and other ad-hoc meeting requests

Principle accountabilities

Expected end results

Major activities

• Organizes programs, including developing RFPs, budgeting, handling contracting and negotiations, site selection, accommodation for attendees, meeting specifications (i.e. menu planning, logistics, audio visual, space assignments, signage), billing, savings consolidation.
• Provides on-site support by overseeing all arranged details of the program (i.e. attend pre-con, advance all functions, verify room set-ups, review banquet checks/master bill, special events, ground transfers, VIP needs, meeting materials).
• Ensures all related data and documentation are captured; for example, all meeting data must recorded including savings, final attendee registration and budget reconciliation to ensure proper recordkeeping.
• Analyzes meeting data (hotel, registration & travel reports) by comparing guarantee numbers against actuals for rooms and food & beverage to ultimately determine a meeting’s cost-effectiveness. Uses this data to maintain best practices and/or to suggest more cost effective methods for future event planning. Completes Post Event Summary reports for all events to ensure meeting objectives were met; identifies the strengths and weaknesses in the meeting design process; establishes history and provides recommendations for future programs.
• Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
• Consult with customers to determine objectives and requirements for events such as meetings, conferences, and conventions.
• Meet with sponsors and organize committees to plan scope and format of events, to establish and monitor budgets, or to review administrative procedures and event progress.
• Review event bills for accuracy, and pre- approve payment before final Line manager approval
• Communicate the quotations to procurement/finance in a timely manner and support the finance team to properly select the right vendors.
• Evaluate and propose providers of services according to customer requirements as per Takeda SOPs.

Skills & knowledge

Educational qualifications

• BS/BA degree in Hospitality Management, Communications, Business or related field.
• Proficiency with MS office.

Relevant Experience & knowledge

• 3 to 5 years of experience in corporate meetings & events industry for a pharmaceutical or Event Company.

Personal Characteristics & behaviors

• Ability to handle high volume production based work environment.
• Ability to work independently.
• Strong verbal and written communication skills.
• Must be able to effectively manage deadlines and multiple priorities.
• Adheres to internal financial and compliance controls for all meetings.
• Highly detail oriented.
• Demonstrable customer oriented attitude.
• Ability to interact with all levels of the organization
• English fluency
• Saudi national is preferable

Locations

Riyadh, Saudi Arabia

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time

 

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