Senior Specialist - Event Management - Abu Dhabi

Higher Colleges of Technology; Abu Dhabi; On-site; AED 180,000 - 240,000; Full time

Job summary

Higher Colleges of Technology in Abu Dhabi is seeking a Senior Specialist – Event Management to plan, coordinate and deliver major campus events within approved budgets and standards. You will develop the annual events calendar and ensure successful delivery across system-wide activities including graduations and national celebrations, while aligning with HCT policies.

You will manage internal and external stakeholders, vendors, speakers and service providers, oversee event logistics,

Qualifications

• Bachelor’s degree in a relevant field such as Business Administration, Public Relations, Communications, Marketing, Event Management or a related discipline.
• Full professional proficiency in English is required.
• Arabic language proficiency would be an advantage.
• Relevant professional certification in Event Management, Project Management or a related field would be an advantage.

Responsibilities

• Develop and implement the annual HCT events calendar and associated budgets.
• Lead planning, coordination and delivery of major system-wide events, including graduation ceremonies and conferences.
• Develop detailed event plans covering timelines, content, registration, logistics and stakeholder responsibilities.
• Coordinate with internal departments and external stakeholders to ensure timely delivery of events.
• Identify event themes, speakers, venues, marketing requirements and logistical arrangements.
• Research and recommend suitable speakers, venues, caterers and other service providers.
• Coordinate with Procurement and relevant departments on quotations and vendor selection.
• Monitor event budgets, track expenditure and prepare cost reports for management.
• Prepare regular pre-event reports, status updates and post-event evaluations.
• Oversee onsite event execution and ensure events run according to plan.
• Provide guidance to Specialists and Coordinators involved in event planning and execution.
• Carry out other event-related responsibilities assigned by the Manager – Event Management.

Skills

English fluency

Event management

Stakeholder coordination

Budget management

Vendor management

Team guidance

Arabic language (advantage)

Education

Bachelor's degree in Business Administration or related

Job description

The Senior Specialist – Event Management is responsible for planning, coordinating and delivering major HCT events and institutional activities. The role supports the development and implementation of the annual events calendar and ensures events are delivered effectively, within approved budgets and in line with HCT standards.

The role manages internal and external stakeholders, vendors, venues, speakers and service providers, while overseeing event logistics, communications, reporting and post-event evaluation. The Senior Specialist also provides guidance and support to team members involved in event delivery and contributes to the continuous improvement of HCT events.

Main Responsibilities

Operational

• Contribute to the development and implementation of the annual HCT events calendar and associated budgets.
• Lead the planning, coordination and delivery of major system-wide events, including graduation ceremonies, national celebrations, conferences, institutional events and other strategic HCT activities.
• Develop detailed event plans covering timelines, programmes, content, registration, logistics, travel arrangements, venue requirements and stakeholder responsibilities.
• Coordinate with internal departments and external stakeholders to ensure smooth and timely delivery of events.
• Identify appropriate event themes, programmes, speakers, venues, marketing requirements and logistical arrangements.
• Research and recommend suitable speakers, venues, caterers, photographers, videographers and other event service providers.
• Coordinate with Procurement and relevant departments on quotations, vendor selection and event-related requirements.
• Monitor event budgets, track expenditure and prepare event cost reports for management review.
• Manage relationships with external suppliers, partners and service providers and ensure agreed service levels are achieved.
• Prepare and circulate regular pre-event status reports, event updates and post-event reports to relevant stakeholders.
• Identify potential risks, delays or operational issues and take appropriate action to ensure successful event delivery.
• Oversee onsite event execution and coordinate all parties involved to ensure events run according to plan.
• Conduct post-event evaluations and feedback surveys and recommend improvements for future events.
• Maintain accurate records, reports, supplier information and documentation for all HCT events.
• Ensure timely dismantling, venue clearance and completion of all post-event activities.
• Support the Manager – Event Management in developing event standards, procedures and best practices.
• Provide guidance and support to Specialists, Coordinators and other team members involved in event planning and execution.
• Build and maintain effective working relationships with key internal and external stakeholders.
• Carry out any other event-related responsibilities assigned by the Manager – Event Management.

Qualifications

• Minimum of a Bachelor’s degree in a relevant field such as Business Administration, Public Relations, Communications, Marketing, Event Management or a related discipline.
• Full professional proficiency in English is required.
• Arabic language proficiency would be an advantage.
• Relevant professional certification in Event Management, Project Management or a related field would be an advantage.

Experience

• Minimum of 4 years of relevant experience in Event Management, Events, Public Relations, Communications or a related field.
• Demonstrated experience independently planning and delivering large-scale corporate, government, educational or institutional events.
• Experience managing external vendors, budgets and multiple stakeholders.
• Previous experience providing guidance to team members or coordinating event/project teams is preferred.