Purpose of Job
The job holder is responsible for managing Events Management function including planning, execution, monitoring, and evaluation to increase public awareness and engagement, promotions, and ensure success of events and implementation of ZATCA’s strategies and long terms objectives by using executive management and VIP guests using formalities, guidelines, and etiquette standards as well as enhance ZATCA’s employees image by developing guidelines and training needs.
Job Resposiblites
Strategy and Planning
- Contribute to the development of Events & Executive Protocols business plan ensuring alignment with ZATCA strategy
- Develop the operational plan for Events Management in line with Events & Executive Protocols business plan and Corporate Communications & Awareness strategic plan
- Develop and continuously update Events Management policies and procedures ensuring alignment with ZATCA overall strategy and best practices
- Implement plans and provide input to enable the achievement of Events Management goals that support ZATCA’s overall strategic plans
Budget Management
- Discuss Events Management budgeting requirements with top management and provide input to the budgeting process
- Ensure effective utilization of Events Management budget, and report accurately on progress made and challenges encountered
- Investigate and propose implementing initiatives that result in positive financial impact for Events Management and mitigates financial and operational risks
Events Planning
- Manage the development of events management overall approach, roadmap, guidelines and quality standards ensuring alignment with requirements and best practices to ensure consistent and standardized implementation of practices
- Select and prioritize list of events to be conducted for the upcoming year ensuring alignment with pre-defined criteria
- Manage the development of events’ yearly plan and calendar including objectives, goals, theme, target audience, action plan, needed resources, sponsorships, and evaluation and reporting framework
- Develop budget for selected events ensuring alignment with events’ yearly plan
- Manage the development of mitigation plan for potential incoming event challenges to minimize risks
- Secure needed licenses/permits for the events to be held by communicating with related government entities
- Ensure alignment with internal functions on the events’ yearly plan and calendar to secure timely preparation of operational plans
- Select and engage with vendors based on events management plan and budget
- Manage the development of event master plan including detailed daily timeline, organization team, budget and needed logistics (i.e., food and beverages, entertainment, etc.)
- Approve the recommended registration fees and set-up online registration if required in coordination with relevant stakeholders
- Select sponsors if needed to provide them with an opportunity to raise awareness and generate new leads in exchange for support
- Send invitations to strategic invitees in a timely manner
- Review promotions and content to be shared through communication channels to attract guests
- Approve guest lecturers and speakers ensuring alignment with the content developed
- Secure external media outlets in coordination with External Communications general department based on event requirements
Events Execution
- Manage events’ logistics including venue reservation, production of necessary materials, transportation, accommodation, etc. and safety and security services
- Monitor events’ arrangements and schedules ensuring smooth execution and adherence to set criteria, protocols, and conditions and ensure continuous alignment with related internal and external stakeholders
Job Details
Communication and Contacs
Eductaion
- Bachelor’s degree in Public Relations, Communications, Marketing, or equivalent is required
- Master’s degree in Public Relations, Communications, Marketing, or equivalent is preferred
- Project Management Certificate is a plus
Experience
An optimal of 8 years of relevant experience, with a preferred 3 years of experience in managerial level
Competencies
Events Management - Advanced
Data Analytics - Advanced
Professionalism - Proficient
Communication - Proficient
Develop and Empower Employees - Proficient
Stakeholder Management - Advanced
Leading by Example - Proficient
Strategic Thinking - Developing
Coaching and Internal Business Consulting - Advanced
Operational Excellence - Developing
Public and Media Relations - Advanced
Results Oriented - Proficient
Customer Focus - Proficient
Vendor Management - Advanced
Change Enabler - Proficient