Event Management Coordinator (Saudi Arabia)

Eram Talent; Saudi Arabia; On-site; SAR 120,000 - 180,000; Full time

Job summary

Eram Talent is seeking an Events and Engagement Officer to plan and execute high-profile academic and institutional events. You will oversee end-to-end logistics, from initial concept to on-site delivery, ensuring exceptional attendee experience and strong stakeholder engagement.

Reporting to leadership and coordinating with external partners, you will manage budgets, procurement, and cross-functional approvals to align events with the institution's objectives and reputation for excellence.

Qualifications

• Bachelor's degree in Event Management, Communications, or a related field.
• At least two years' experience in event planning or logistics coordination.
• Experience coordinating events of varying sizes with successful execution.
• Experience in budget management and financial tracking for events.

Responsibilities

• Coordinate end-to-end planning and execution of academic conferences, workshops, symposiums, and visits.
• Develop detailed event timelines, floor plans, and run-of-show documents.
• Manage on-site operations including registration, venue setup, AV coordination, catering, and other requirements.
• Ensure compliance with campus policies, safety standards, and protocol guidelines for high-profile attendees.
• Coordinate cross-functional input and approvals required for high-impact events.
• Plan, coordinate, and execute end-to-end logistics for on-campus and off-campus events, including travel arrangements, accommodation, transportation, visas, room bookings and setup, catering, formal meetings, and related services.
• Manage event-related procurement and financial processes, including PR, PO, SES, invoices, vendor onboarding, budgets, and post-event reconciliation.
• Serve as a liaison between internal departments and external vendors/service providers to coordinate event requirements and ensure successful execution.

Skills

Event coordination

Budget management

Vendor liaison

Communication

Education

Bachelor's degree in Event Management, Communications, or related field

Job description

The Events and Engagement Officer is responsible for planning, coordinating, and executing high-profile academic/nonacademic and institutional events. The role ensures exceptional attendee experience, seamless logistics, effective communication, and strong stakeholder engagement. This position works closely with leadership, Director Operations, external partners, and service providers to deliver events that align with the institution's strategic objectives and reputation for excellence.

Scope of Work

• Coordinate the end-to-end planning and execution of academic conferences, workshops, symposiums, and visits.
• Develop detailed event timelines, floor plans, and run-of-show documents.
• Manage on-site operations including registration, venue setup, AV coordination, catering, and other requirements.
• Ensure compliance with campus policies, safety standards, and protocol guidelines for high-profile attendees.
• Coordinate cross-functional input and approvals required for high-impact events.
• Plan, coordinate, and execute end-to-end logistics for on-campus and off-campus events (campus-wide or external), including travel arrangements, accommodation, transportation, airport assistance, visas (if required), room bookings and setup, catering, formal meetings, cultural or social activities, and related services.
• Manage event-related procurement and financial processes, including raising purchase requisitions (PR), processing purchase orders (PO), completing service entry sheets (SES), handling invoice processing, supporting vendor onboarding and registration, tracking event budgets, and conducting post-event financial reconciliation.
• Serve as a liaison between internal departments and external vendors/service providers (e.g., catering, transport, event agencies) to coordinate event requirements and ensure successful execution.

Requirements

• Bachelor's degree in Event Management, Communications, or a related field.
• At least two (2) years of experience in event planning, logistics coordination, or a similar role, preferably in an academic or research environment.
• Demonstrated experience in coordinating events of varying sizes and complexities, with a track record of successful execution.
• Experience in budget management and financial tracking for events.