Events Management Expert

About the Role

The Zakat, Tax and Customs Authority in Saudi Arabia is seeking an Events Management Expert. This full-time role involves leading work activities autonomously with minor direction towards predetermined long-term objectives. The expert will act as an internal consultant and facilitator, providing guidance for operational activities and offering advice on all ZATCA’s events, including planning, budgeting, participation, and other aspects affecting ZATCA’s image and presence.

Events Planning Responsibilities

• Develop the overall events management approach, roadmap, guidelines, and quality standards in line with requirements and best practices.
• Identify and prioritize events for the upcoming year based on predefined criteria.
• Establish a list of targeted events to engage stakeholders and gather input on requirements, objectives, terms, and conditions, coordinating with key internal and external stakeholders.
• Develop a yearly events plan and calendar, including objectives, goals, themes, target audiences, action plans, needed resources, sponsorships, and an evaluation and reporting framework.
• Conduct initial budget analysis for selected events to estimate costs in line with the yearly plan.
• Develop mitigation plans for potential event challenges to minimize risks.
• Coordinate with relevant government entities to obtain necessary licenses and permits for events.
• Communicate the yearly events plan and calendar with internal functions to ensure timely preparation of operational plans.
• Identify, assess, and engage with vendors based on the events management plan and budget.
• Create event master plans, including detailed daily timelines, organization teams, budgets, and needed logistics (*, food and beverages, entertainment).
• Determine registration fees and set up online registration if required, in coordination with relevant stakeholders.
• Identify and contact sponsors to offer opportunities for awareness and lead generation in exchange for support.
• Prepare and send invitations in a timely manner.
• Design and develop appropriate promotions and content for communication channels, in coordination with relevant functions, to attract guests.
• Review guest lecturers and speakers to ensure alignment with developed content.
• Identify, contact, and secure external media outlets in coordination with the External Communications general department, based on event requirements.

Events Execution Responsibilities

• Communicate and confirm all event details with stakeholders, including invitees, vendors, location, logistics, and media attendance, to ensure alignment.
• Coordinate logistics for ZATCA events, including venue reservation, production of necessary materials, transportation, and accommodation.
• Track event arrangements and schedules to ensure smooth execution and adherence to set criteria, protocols, and conditions.
• Communicate roles and staff placement throughout the event to ensure accomplishment of relevant responsibilities.
• Follow up with related internal and external stakeholders on event implementation to ensure adherence to set criteria, controls, and conditions.
• Ensure all logistics (transportation, accommodation, venue, printing), security, and safety measures are executed according to preset guidelines and standards.
• Resolve issues identified throughout events in a timely and efficient manner.

Events Monitoring Responsibilities

• Prepare and distribute customer satisfaction surveys, gather feedback, analyze satisfaction levels, and recommend corrective actions.

Qualifications and Experience

• Candidates should possess 5-10 years of relevant experience.

Work Environment

This is a full-time position based in Saudi Arabia. The role requires working autonomously and providing expert guidance within the Zakat, Tax and Customs Authority.