Events Coordinator III

Job Title

Events Coordinator III

Agency

Texas A&M University

Department

Qatar Campus RVACANT

Proposed Minimum Salary

Commensurate

Job Location

Doha, Ad Dawhah

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & identities.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are

The Texas A&M University at Qatar campus mission is to educate exemplary engineers and develop world-class leaders through internationally recognized undergraduate and graduate degree programs. We strive to generate new knowledge and intellectual capital through innovative research and collaborative partnerships that yield sustainable impact and advance the development goals of the State of Qatar and the region through expertise and engagement that expand human capital.

What we want ​

The Events Coordinator III in the Office of Events and Visitor Relations at Texas A&M University at Qatar provides central coordination of large events and conferences, to include pre- and post-event liaison with our faculty, staff, researchers and students at Texas A&M University at Qatar. Responsible for planning, design, production and promotion of campus events. Works with the Director of Events in coordinating major institutional events.

What you need to know

Salary is commensurate with experience.  A cover letter and resume will assist us in our review of your application materials.  These can be uploaded on the application under CV/Resume.

This position is NOT located in the United States. One must be willing to relocate to Doha, Qatar, or hold current resident permit, with the ability to work in Qatar. Learn more about life at Texas A&M University at Qatar by visiting this link https://www.qatar.tamu.edu/i-am/faculty-and-staff .

Required Education and Experience:

• Bachelor’s Degree in applicable field or equivalent combination of education and experience

• 3 years of related work experience in event planning and marketing including related supervisory experience

Required Knowledge, Skills, and Abilities:

• Working knowledge of workflows, spreadsheet, presentation and word processing software programs

• Interpersonal and communication skills and ability to plan and organize effectively

• Good analytical, problem‐solving and critical thinking skills

Preferred Education and Experience:

• Bachelor’s degree or equivalent combination of education and experience in Event Management, Marketing, Hotel Management, Hospitality or Tourism

Preferred Knowledge, Skills, and Abilities:

• Arabic speaker to handle correspondence and liaise with local government agencies.

• Any combination of experience in Event Management, Marketing, Hotel Management, Hospitality or Tourism

• Certified Administrative Professional (CAP), Meeting Professional International (MPI), MICE

• Interpersonal and communication skills

• Working knowledge of standard office equipment

• Requires ability to multi-task and work cooperatively with others from diverse backgrounds

• High attention to detail and prompt follow-up

• Customer service oriented

• Ability to work under pressure and meet strict deadlines

• Proactive and initiator

• Knowledge of principles and practices of organization

Responsibilities:

Events Planning & Compliance:

• Provides overall event management support.

• Analyzes, contracts and executes event related requirements and services.

• Serves on the Events Coordination Committee and provides events management support.

• Coordinates and books event spaces internally and externally.

• Coordinates event setup requirements, including floor plans, contracting event equipment, such as stage, podium, lighting, sound, décor, floral arrangements, translation, photography, videography, translation, etc.

• Coordinates with Office of Building Operations & HSSE as well as IT to make proper arrangements for events (AV setup and support, security, parking, pantry services, extra cleaning, compliance with health and safety standards, etc.)

• Coordinates event transportation and traffic control plans.

• Analyzes, contracts and executes event-related requirements and services.

• Coordinates special applications and approvals for government event licenses, and prepares risk assessments for assigned events.

• Follows up with event vendors on orders and deliveries.

• Handles financial tasks such as reimbursement, request for payments, purchase requisitions, keeps track of expenses, invoices and payments; follows up on vendor payments after events; ensures compliance with Texas A&M and State of Texas purchasing guidelines and handles contract negotiation.

• Maintains an inventory of event-related equipment, supplies, collateral and stationery.

On-site Technical Event Support:

• Ensures event spaces, setup requirements and all contracted event services have been executed and are ready on time.

• Monitor setup and dismantle as well as compliance with health and safety standards and food hygiene.

• Provides support and troubleshoots during live events.

• Understand and possess basic technical knowledge in setting up and operating sound systems, lighting systems, AV systems, video and audio recording, broadcast, event production coordination including technical rider and timeline.

Catering:

• Coordinates catering functions by working with caterers to provide menu options, ensure timely delivery, monitor setup and teardown.

• Possesses basic technical knowledge of general health, safety and food hygiene principles to ensure compliance with Texas A&M at Qatar standards; responsible for implementation of Texas A&M University and State of Texas business operations and purchasing guidelines for catering, bidding and invoicing.

Client Services:

• Anticipate, identify, understand and manage our internal and external client event needs and inquiries.

• Follows up with clients to ensure all preparations have been made.

• Acts as a point of direct contact for day to day events hosted by faculty, staff, researchers and students.

• Coordinates and liaises with other offices and external institutions on a range of event-related operational and administrative issues.

Events Communcations:

• Coordinates with Communications to organize event collateral and other branded material.

• Provides support for news media and social media during live events.

• Prepares event-related documents such as programs, agendas, letters for license submission, and protocol instructions.  

Visitor Relations:

• Coordinates travel, accommodation and transportation arrangements for international event participants.

• Interacts with clients, general visitors, event stakeholder such as sponsors and donors.

• Coordinates general campus and lab tours and supports VIP visits and delegations.

• Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.