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Event Assistant

2 months ago

Dubai, Dubai, United Arab Emirates Talent Pal Full time
About the Role

We are seeking a highly organized and detail-oriented Event Assistant to join our team in Dubai. As an Event Assistant, you will provide support to our Event Managers, Specialists, and Coordinators in the planning and execution of events, workshops, symposia, and summits in the SPE Middle East region.

Key Responsibilities
  • Act as the primary point of contact for event-related information and issues, providing expertise and guidance to Event Managers and stakeholders.
  • Generate registration and demographics reports from the database for Event Managers, and assist in maintaining records, including addresses, telephone numbers, email addresses, and other updates to the master database for event registrants, committees, senior executives, and exhibitors.
  • Liaise with Programme Specialists to ensure programme timelines are planned accurately and support production schedules/deadlines.
  • Assist Event Managers with committee meeting logistics, including venue, AV requirements, meeting packs, shipment arrangements.
  • Manage finance-related tasks for registration, such as invoicing and payment processing, and post-production closeout.
  • Compose routine correspondence related to the assigned project.
  • Perform project administrative services, such as printing labels, badges, certificates, housing lists, as instructed by the Event Manager.
  • Set up the call for papers and follow up on manuscript submission for conferences.
  • Design and create event brochures.
Requirements
  • Administrative office experience: at least 23 years, with event experience being a plus.
  • Software/Database experience: able to set up and manage events in database applications in support of our event administration, with experience in Oasis EBMS and Personify being a plus.
  • MS Office software literacy: (Word, Excel, PowerPoint, Forms) Must be able to build and maintain spreadsheets, pivot tables, and formulas.
  • Plan, organize, and multitask skills: exceptional ability to plan, organize, and multitask multiple projects with a high degree of attention to detail.
  • Interpersonal skills: including negotiation and strong diplomacy skills, with the ability to build meaningful relationships with all levels of associates, members, and vendors.
  • Communication skills: Excellent and accurate verbal and written communications in English is essential, with other languages being advantageous.
  • Numerical skills: Ability to calculate figures and amounts, such as discounts, interest, commissions, proportions, percentages.
  • Analytical skills: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Excellent communication skills: verbal and written communications in English is essential, with other languages being advantageous.
  • Understand instructions: furnished in written and oral form.
  • Other traits: Agile, insightful, empathetic, team player, self-motivated, independent worker, adaptable, flexible, and reliable.
Additional Attributes for Success in this Role
  • Ability to work flexible and/or extended hours as needed to accommodate members and team members in multiple time zones.
  • Ability to work for extended hours at a computer screen.
  • Willingness and ability to travel domestically and internationally without restrictions, approximately 40% per year.
Benefits and Perks
  • If you enjoy long weekends, you will really appreciate our 9/73 schedule, which allows for every other Friday off.
  • We have all the great medical benefits that you would expect from a top employer, starting from your first day of employment.
  • Company-paid life insurance.
  • Excellent Vacation allowance.
  • Hybrid work model.
  • Employee Assistance Program.