Events Management Specialist

Experience; Muscat; On-site; OMR 13,000 - 20,000; Full time

Job summary

Specialized Import and Trading LLC in Muscat seeks an Events Management Specialist to plan, coordinate, and execute the full range of corporate and community events, from concept through on-site delivery and post-event reporting.

You will work under the Director of Marketing and Communications, manage vendors, venues, and AV, ensure brand standards, safety, and stakeholder engagement, and lead multi-event schedules with precision.

Qualifications

• Bachelor's degree in Event Management, Hospitality, Marketing, Communications, Business Administration, or a related field.
• Professional certification in event management or project management is an advantage.
• Minimum 4 years of hands-on experience in event planning and execution, across multiple event types and scales.
• Experience coordinating end-to-end event delivery including vendor management, logistics, on-site execution, and post-event reporting.
• Experience managing multiple events simultaneously, delivering on time and within budget.

Responsibilities

• Plan and coordinate the full range of events including corporate launches, press conferences, community events, exhibitions, sponsorships, CSR activations, and stakeholder engagements.
• Lead on-site event coordination and management, including guest registration, VIP protocols, and on-site logistics.
• Source and manage vendors, venues, AV, catering, and production partners, including quotations, contracts, and performance monitoring.
• Develop and maintain detailed event plans, run-of-show documents, trackers, and post-event reporting in line with brand standards.

Skills

Event planning

Vendor management

Project coordination

Arabic and English fluency

Budgeting

Stakeholder management

Education

Bachelor's degree in Event Management, Hospitality, Marketing, Communications, Business Administration, or related field

Tools

MS Office

Event management software

Vendor portals

Job description

Education Bachelor of Hotel Management(Hotel Management)

Industry Software Development / Backend Engineering

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.

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.

Desired Candidate Profile

• 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.
• 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.
• 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.

Specialized Import and Trading LLC - Oman, muscat