Event Assistant (Dubai)

at  Society of Petroleum Engineers

YOUR SKILLS AND EXPERTISE

• Administrative office experience: at least 2-3 years - Event experience would be a plus!!
• Software/Database experience: able to set up and manage events in database applications in support of our event administration. Experience with Oasis, EBMS and Personify would be a plus!
• MS Office software literacy: (Word, Excel, Power Point, Forms) Must be able to build and maintain spreadsheets – pivot tables and formulas are a plus.
• Plan, organize and multitask skills: you bring 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. Other languages may be 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. Other languages may be advantageous.
• Understand instructions: furnished in written and oral form.
• Other traits: Agile, insightful, empathetic, team player, self-motivated, independent worker, adaptable, flexible and reliable.

THE IMPACT YOU WILL MAKE IN THIS ROLE

• Act as the primary contact and internal contact for all programme-related information and issues providing expertise and guidance to the Event Manager and stakeholders’ inquiries related to assigned project.
• Generate registration and demographics reports from database for Event Managers. 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 close-out.
• 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.

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.