Speaker Relations Specialist

Updated: 1 day ago
Saudi Arabia
Speaker Relations Specialist
Non-Academic
We are currently seeking a Speaker Relations Specialist to play a leading role in providing organization and administration for the planning of the Winter Enrichment Program, Enrichment in the Spring, Enrichment in the Fall, special productions and projects in our office of Enrichment Programs under the responsibility of the manager. This will include working with more than 200  Keynote Speakers, VIPs, speakers and more than 300  guests, delegates, sponsors and being their point of contact to make KAUST visits and the Enrichment programs successful 
•    Act as the point-of-contact for Speakers and their hosts, Keynote Speakers, VIPs, delegates, sponsors and visitor-related inquiries
•    Handle the speakers and delegates invitations, the travel logistics in collaboration with HR, GASC, KAUST inn, Security, Transportation, meet and greet 
•    Handle the VIP key speaker’s invitations and special logistics arrangement to ensure specialized preparations are in place for each VIP.
•    Liaise with speakers and hosts to ascertain their precise event requirements, overseeing AV requirement in working with the event planner, get all material to publicise their event in liaison with the communication specialist and coordinate their visit.
•    Create and coordinate a full program, networking sessions and meetings, social activities including booking venues, lab tours, transportation, on campus activities et outside campus activities. Etc., Meet and liaise with all departments at KAUST to support the social programs Coastline, Core Labs, Library, transportation etc..
•    Coordinate the official VIP Dinners with Chair, speakers, senior management 
•    Coordinate the Speaker lounge, VIP/Sponsors Lounge and activities of the day.
•    Assist the manager with advertising recruiting training and coordinating the schedule of community volunteers and intern students to be guest guides. 
•    Maintain and develop the delegate and speakers database 
•    Collecting and reporting on survey analysis from the speaker evaluation survey. 
•    Produce statements, presentations, reports, and statistics for management
•    Prepare thank you notes and thank you packages for all attending VIPs speakers on behalf of the Chair and KAUST.
•    Propose new ideas to improve the planning and implementation process
•    Other duties as required
Academic Affairs
Office of the VP, Academic Affairs
•    Expert technical ability in MS Office, as well as the ability to quickly learn and utilize databases and other administrative programs
•    Demonstrated ability to multi-task, meet conflicting deadlines and to develop and prioritize complex projects while working under pressure
•    Attention to detail and self-motivation
•    Strong interpersonal skills, including tact, diplomacy, sensitivity and confidentiality 
•    Excellent written and verbal communication skills
•    Ability to work flexible hours as needed
•    Cross cultural sensitivity and awareness
•    Must have a Bachelor’s Degree in a related field with experience in a university / academic environment desirable
•    Must have a minimum of 3 - 5 years proven experience in a related field in an academic setting
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