Events Project Manager, KGSP – (3021)

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Job Description:

The Events Project Manager, in coordination with the Global Events Manager, KGSP, supports implementation of a portfolio of events including conferences and orientations for the KAUST Gifted Student Program (KGSP), a prestigious scholarship program sponsored by the King Abdullah University of Science and Technology (KAUST) for STEM students from Saudi Arabia pursuing undergraduate degrees at top institutions in the United States. This position serves as a primary point of contact with external vendors, managing the implementation of vendor agreements and implementing event logistics. Additionally, the Events Project Manager coordinates with internal team members including Student Advisors and oversees the work of Project Coordinators and other staff on a project-by-project basis. Key KGSP events supported annually include a Convocation with 500+ attendees, Pre-Departure Orientation hosted by KAUST in the Kingdom of Saudi Arabia, as well as annual meetings, orientations, and faculty workshops attended by program participants, alumni, and/or KAUST leadership. As time allows, the Events Project Manager also assists the Global Events Manager in the management of other high-profile, large-scale events organized by IIE around the world.

Essential Functions:

• Assists with the development of content and program structure for global events, including an annual Convocation hosted within the United States and Pre-Departure Orientation on the KAUST campus in the Kingdom of Saudi Arabia.
• Researches and provides recommendations for vendors to program management; serves as a program point of contact for implementation of vendor contracts and memoranda of agreement.
• Develops and monitors event logistics plans and reports on event status in real-time.
• Oversees implementation of event logistics needs, including travel, accommodations, food and beverage services, ground transportation, venues, and all other meeting arrangements.
• Identifies and secures content providers, including internal team members as well as external speakers, trainers, and facilitators.
• Manages attendee assignment process, through building and maintaining event registration sites and apps such as Cvent, Guidebook, Boomset, or online survey tools.
• Creates and edits event materials with support from other internal staff.
• Maintains accurate data pertaining to financial costs in line with approved budget, and tracks status of expected attendees using internal systems including a Customer Relationship Management (CRM) system.
• Assists IIE program staff on the planning and implementation of major program events outside KGSP and around the world, as well as other IIE functions and receptions.

• Job Requirements: *

Education and Work Experience:

• Requires a Bachelor’s degree in order to apply a working knowledge of the theories and principles in a specialized field or work discipline.
• Requires at least two years of related work experience.

Knowledge Skills and Abilities:

• Experience in international education, training, or events management.
• Experience working with logistical arrangements, program content development, or facilitation of group training or orientation sessions.
• Experience multitasking complex projects and meeting deadlines.
• Experience inputting and analyzing data.
• Strong verbal and written communication skills.
• Excellent negotiation skills.
• High attention to detail.

Work Conditions & Physical Demands:

Essential functions are performed in a general office setting with low noise. Job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other team members and external stakeholders. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

IIE is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

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Job Type: Full-time