Events Coordinator Georgetown University Qatar

Georgetown University in Qatar (GU-Q) is dedicated to fulfilling Georgetown University's mission of promoting intellectual, ethical and spiritual understanding through serious and sustained discourse among people of different faiths, cultures, and beliefs. Embodying this spirit of the University, Georgetown's Qatar campus undertakes education, research, and service in order to advance knowledge and provide students and the community with a holistic educational experience that produces global citizens committed to the service of humankind. We demonstrate the values of Georgetown University; seek to build upon the world-class reputation of the Edmund A. Walsh School of Foreign Service; and work with our partner, Qatar Foundation, in its endeavors to achieve the Qatar National Vision 2030.


Requirements


The Events Coordinator meets with shareholders before the event and then executes required tasks to guarantee its smooth functioning. The role is a shift pattern with non-standard working hours.


As this position is based in Doha, Qatar and offers no relocation assistance, GU-Q is looking only for locally-based candidates who have a valid Qatar residence permit.


Responsibilities:


Respond to inquiries from vendors, guests, and participants regarding GU-Q events;
Coordinate with Communications team regarding media relations, invitations, and advertising;
Coordinate with Building Operations team to determine event locations, and to arrange for parking, security, handymen, etc;
Coordinate with the Finance team for any purchasing;
Coordinate with IT team to ensure proper Audio Visual set up and services;
Coordinate with Auxiliary Services for pantry services, transportation, extra cleaning, office supplies;
Post signage in the building and arrange with Building Operations team for external signage;
Prepare risk assessment for assigned events;
Present safety briefings at the beginning of events;
Supervise entire catering function for the event, including contracting the caterer, monitoring the setup and monitoring food hygiene;
Ensure that events are posted to the appropriate GU-Q calendar;
Coordinate required supplies for events: office supplies, decorations, entertainment supplies;
Attend the events in the shift to provide support and troubleshoot;
Manage registration and attendee tracking at the event;
Coordinate invitation labeling in a timely manner to allow for mailing or delivery;
Coordinate Volunteers;
Keep event attendance records, including event successes and difficulties for future improvement;
Manage the database (Salesforce) contact information;
Act as administrator for the Events Software;
Maintain inventory of events supplies including academic regalia, decorations, etc.;
Other duties as assigned.

Requirements:


High School diploma;
3+ years of experience in events, preferably at a higher education or non-profit institution;
Strong command of the English language, both verbally and in writing;
Knowledge and understanding of special events management and conference/event planning;
Ability to handle a multitude of tasks;
Ability to adapt and respond positively to changing circumstances or priorities;
Proficiency with MS Office;
Flexibility to work in shift pattern;
Proficiency in Arabic an asset.

Current Georgetown Employees:


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Submission Guidelines:


Please note that in order to be considered an applicant for any position at Georgetown University in Qatar, you must submit a cover letter and resume/CV for each position of interest. These documents are not kept on file for future positions.


Need Assistance:


Need some assistance with the application process? Contact us at guqhr@georgetown.edu.


EEO Statement:


Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

 


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