وظيفة منسق دعوات وتسجيل شاغرة لدى Entertainment Gears بالرياض

Immediate start through end of March 2027

Riyadh-based

Role Overview

• We are seeking a bilingual (Arabic & English) Invitation & Registration Coordinator to support the coordination and delivery of speaker engagement activities for a large-scale event, including management of the system-generated speaker invitation process, VIP and guest coordination, and related operational activities. The role will support end-to-end coordination across invitation dispatch, speaker communications, and stakeholder liaison to ensure a seamless speaker experience and smooth event delivery.

• The Invitation & Registration Coordinator will work closely with the project stakeholders to manage the invitation lifecycle, maintain accurate speaker records, and coordinate directly with ministers, VIPs, senior executives, and other high-profile individuals. This role requires a highly organised and technically proficient individual who can manage multiple priorities in a fast-paced event environment.

Key Responsibilities:

• Speaker Invitations & Systems Coordination
• Manage the system-generated speaker invitation process end-to-end, issuing invitations, tracking delivery and response status, and triggering timely reminders and follow-ups
• Monitor the invitation/registration platform for issues (failed sends, data errors, duplicate records) and troubleshoot or escalate technical faults as needed
• Maintain accurate, up-to-date speaker records in the system/database, including confirmation status, biographical details, and session assignments
• VIP & Stakeholder Coordination
• Act as the coordination point between speakers and internal teams, vendors, and operational stakeholders
• Manage communication and coordination with VIPs, senior executives, government officials, and other high-profile individuals with discretion and protocol awareness
• Support smooth communication between technical, operational, and client-facing teams
• Communication & Correspondence
• Draft, localise, and manage bilingual (Arabic/English) correspondence, invitations, confirmations, reminders, and general speaker communication
• Respond promptly and professionally to speaker queries, resolving issues or redirecting them to the appropriate stakeholder
• Maintain professionalism and responsiveness across all communications
• Reporting & Administration
• Prepare and maintain trackers, status reports, and documentation on invitation progress and confirmations for stakeholders
• Monitor timelines and escalate risks, blockers, or delays where required

Event & Operational Support:

• Assist with coordination during testing phases, platform launches, and live event operations
• Support onsite speaker coordination and troubleshooting during event days
• Support issue tracking and follow-up with internal teams, vendors, and stakeholders
• Required Skills & Competencies
• Fluent in English and Arabic, with excellent written and verbal communication skills
• Proven experience in speaker coordination, VIP guest management, or event coordination, preferably within large-scale events or conferences
• 2-3 years' experience working with VIPs, senior executives, government officials, and other high-profile individuals
• Strong technical proficiency, with the ability to work confidently with registration platforms, digital invitation tools, and event management systems
• Experience managing system-generated invitations, confirmations, registration links, and speaker information
• Strong stakeholder coordination and communication skills, with the ability to work effectively across multiple teams
• Excellent organisation, follow-up, time management, and attention to detail
• Strong problem-solving skills and a proactive approach to resolving issues and handling last-minute changes
• Proficiency in Microsoft Office, particularly Excel, Outlook, PowerPoint, and Teams
• Ability to work effectively in a fast-paced, deadline-driven environment while maintaining professionalism and confidentiality

Preferred Skills:

• Experience with event technology, registration platforms, or guest management systems
• Familiarity with operational planning and live event environments
• Experience coordinating vendors, temporary staffing, or cross-functional teams
• Cultural sensitivity and strong cross-cultural communication skills