Events Specialist

British International School Jeddah; Jeddah; On-site; SAR 150,000 - 200,000; Full time

Job summary

A leading educational institution in Jeddah is seeking an Events Specialist to oversee the planning and execution of school-related events. The ideal candidate will manage a comprehensive events calendar, engage with diverse stakeholders, and ensure high-quality event delivery to strengthen community ties. This role demands excellent project management and communication skills, along with a background in event coordination. Flexibility to work outside regular hours is required.

Qualifications

• 3-5 years of experience in event coordination or planning.
• Experience in a diverse, multicultural context is advantageous.
• Fluency in English; Arabic is desirable but not essential.

Responsibilities

• Manage the full lifecycle of events from planning to execution.
• Develop and oversee an annual events calendar.
• Coordinate with internal and external stakeholders for event delivery.

Skills

Exceptional communication skills

Project management

Organizational skills

Interpersonal skills

Education

Bachelor’s degree in related field

Tools

Event software/tools

Microsoft Office

Job description

Job title:EVENTS SPECIALIST

Purpose of the job:

The Events Specialist at BISJ is a pivotal and strategic role responsible for leading the planning, coordination, and successful execution of all school-related events, both on and off campus. This position is central to reinforcing BISJ’s identity and aligning with our mission, values, and strategic objectives through a wide range of high-impact activities for students, parents and the broader Jeddah community.

The ideal candidate will be a highly organized and exceptional communicator, capable of managing multiple projects simultaneously to deliver seamless and memorable events that strengthen community engagement and enhance the schools reputation.

Key Responsibilities

1. Events Calendar Management

• Develop and oversee a comprehensive annual events calendar, working in close collaboration with departments and leadership teams.
• Ensure proactive planning to avoid conflicts, optimise resource allocation, and maximise the impact of each event.
• Regularly review and refine the calendar based on stakeholder feedback and the school’s evolving strategic objectives.

2. Event Planning & Execution

• Manage the full lifecycle of events (A–Z), including concept development, budgeting, scheduling, vendor coordination, execution, and post-event evaluation.
• Deliver a variety of events, including but not limited to:
• Student Events: Performances, celebrations, awards ceremonies, sports days, graduation, and themed weeks.
• Parent Events: Information sessions, workshops, cultural and social gatherings, and open days.
• Community Events: Public engagements, school-hosted conferences, national day celebrations, and partnerships aligned with Saudi Vision 2030 and international awareness days.
• Ensure each event reflects BISJ’s ethos, maintains high standards of quality, and promotes inclusivity and engagement.

3. Stakeholder Engagement

• Work collaboratively with internal stakeholders including staff, student leadership, school facilities and services, and leadership teams.
• Coordinate with external vendors, service providers, partners, and speakers to ensure professional and efficient event delivery.
• Act as the central communication hub for all event-related inquiries and updates.

4. Speaker & Partnership Coordination

• Cultivate and manage relationships with guest speakers and facilitators to ensure their contributions strategically align with our educational goals and school profile.
• Proactively forge and maintain partnerships with local organisations, cultural institutions, and other schools to create collaborative events and sponsorship opportunities that enhance the schools profile.

5. Budget Management

• Prepare and manage event budgets, tracking all expenses to ensure cost-effectiveness and alignment with financial guidelines.
• Source and negotiate with vendors and suppliers to obtain quality services and materials at the best value.
• Track the success of events by collecting data and feedback to inform future budgeting decisions and demonstrate the value of events.

6. Marketing & Promotion

• Collaborate with the Marketing & Communications team to promote events through digital platforms, newsletters, print materials, and community outreach.
• Ensure brand consistency across all event materials and communications.

Qualifications & Experience

• Bachelor’s degree in Business, Management, Marketing, Communications, Hospitality, or a related field.
• Minimum of 3–5 years of demonstrated experience in event coordination or planning, preferably in an educational or corporate business environment.
• Experience working within a diverse, multicultural context is a strong advantage.

Key Skills & Attributes

• Exceptional communication and interpersonal skills, with the ability to engage and collaborate effectively with a wide range of stakeholders.
• Highly organized, detail-oriented, and capable of managing multiple projects under tight deadlines.
• Strong project management skills, with a hands-on approach and ability to lead initiatives from planning to execution.
• Creative and resourceful, with a strong understanding of branding and audience engagement.
• Culturally sensitive and aligned with BISJ’s values of inclusion, respect, and excellence.
• Proficient in event software/tools and Microsoft Office; familiarity with digital marketing tools is a plus.
• Fluent in English (Arabic desirable but not essential).

Working Hours

• Flexibility to work outside of regular school hours, including evenings and weekends, as required by event schedules.
• Fast-paced environment with multiple concurrent deadlines and activities.

Safeguarding

• All background checks must be completed prior to the start of employment or updated as necessary during employment.
• BISJ’s mandatory Safeguarding training must remain current and up to date for all staff members throughout their time in the position.
• It is essential to consistently adhere to BISJ’s Safeguarding and Child Protection Policy, ensuring that any concerns are promptly reported to the Designated Safeguarding Officer(s) (DSO).