Event Planning Executive - Onsite

SupportFinity™; Saudi Arabia; On-site; SAR 60,000 - 90,000; Full time

Job summary

Grand Hyatt The Red Sea seeks an Event Planning admin coordinator to assist with administration, client communication, documentation, and day-of coordination to ensure timely delivery of events.

Role involves on-site presence, handling inquiries, updating BEOs and floor plans, and coordinating site visits, tastings, and vendor access under the Event Planning Manager guidance.

Qualifications

• 1–3 years in hotel events or strong internship/trainee background.
• Excellent MS Office/365 skills; fluent in Arabic and English.

Responsibilities

• Prepare, update, and distribute BEOs, banquet checks, floor plans, and signage.
• Maintain event files, timelines, menus, and function diaries; track guarantees and cutoff dates.
• Coordinate site inspections, tastings, and vendor access; manage sample orders and collateral.
• Handle client queries, minor changes, and confirmations under guidance of Event Planning Manager.
• Support onsite execution: registration, VIP amenities, rooming list audits, and post-event follow-up.
• Ensure data accuracy in systems (Opera/S&C or equivalent) and generate standard reports.

Skills

MS Office/365

Arabic

English

Tools

Opera/S&C

Job description

Role Purpose

Support the Event Planning team with administration, client communication, documentation, and day-of coordination to ensure accurate and timely delivery of events.

Organization - Grand Hyatt The Red Sea

Summary

Key Responsibilities

• Prepare, update, and distribute BEOs, banquet checks, floor plans, and signage.
• Maintain event files, timelines, menus, and function diaries; track guarantees and cutoff dates.
• Coordinate site inspections, tastings, and vendor access; manage sample orders and collateral.
• Handle client queries, minor changes, and confirmations under guidance of Event Planning Manager.
• Support onsite execution: registration, VIP amenities, rooming list audits, and post-event follow-up.
• Ensure data accuracy in systems (Opera/S&C or equivalent) and generate standard reports.

KPIs

• On-time and error-free documentation (BEOs, diagrams, checks).
• Internal/external response SLAs and satisfaction feedback.
• Reduction in last-minute changes and rework.
• Compliance with filing and audit standards.

Qualifications & Experience

• 1–3 years in hotel events or strong internship/trainee background.
• Excellent MS Office/365 skills; Arabic & English.

Other Requirements

• Onsite presence with flexible schedule aligned to event operations

About the company

Grand Hyatt