Required - Administrative and event Coordinator

About the job

• Coordinate with conference conveners, 7 seminar conveners and 9 cluster directors for the specific requirements of their events
  
• Coordinate with approx. 120 external speakers in a year for their travel arrangements (flight, accommodation, and airport transfers)
  
• Coordinate with approx. 200 external conference participants in a year for their travel arrangements (flight, accommodation, and airport transfers)
  
• Coordinate with 120 seminar speakers for their presentation papers and photos
  
• Create 120 posters for all the events
  
• Send out 120+ calendar invites
  
• Manage the contact list/recipients of the calendar invite for each event
  
• Arrange campus visitor passes and create name plates for the visitors
  
• Host the external seminar speakers/conference participants and assist with any of their queries while they are at NYUAD campus
  
• Organize 100+ meeting schedules between the external speaker and the faculty
  
• Book the venue for all events in the EMS system
  
• Request catering and facilities assistance for all events
  
• Assist speakers with the AV system for each event
  
• Arrange dinner reservations for post-seminar dinners
  

• Coordinate with the Program Heads for their event requirement and execute the tasks (booking the venue, requesting catering, working with facilities, AV, and the photographers)
  
• Coordinate with the Capstone mentors and the students for their papers/presentations
  

• Ensure accurate data entry for all flight, accommodation, airport transfers, catering and dinner expenses of all events in the events tracker
  
• Reconcile the expenses between the tracker and UDW+
  
• Data management of all transactions, saving of documents in the network drive
  

• High school diploma or equivalent
  

• 2 years strong administrative experience, managing multiple travel itineraries, schedules, arrangements
  
• Understanding the fundamentals of event planning, including logistics, budgeting, and scheduling
  
• Exceptional organizational skills to manage multiple tasks and details simultaneously
  
• Strong written and verbal communication skills
  
• Problem-solving skills: The ability to quickly address unexpected issues or changes during events
  
• Budgeting: Financial management skills to create and stick to budgets
  
• Time Management: Effectively managing time to meet deadlines and ensure events run smoothly
  
• Teamwork, Stress Management, Attention to Detail
  
• Crisis Management: Knowing how to handle emergencies or unexpected situations during events
  

• PA/Executive Assistant or team assistant to senior stakeholders responsible for multiple schedule and travel managements, supervisory and training of junior temporary staff
  

• Please click on the box "Im Interested" and upload your resume or "Easy Apply"
  


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