University Events Specialist

at  AIU

JOB DESCRIPTION:

Position Overview: The University Events Administrative Assistant will provide essential support for university events. This role focuses on managing event-related logistics, coordinating communication with stakeholders, and providing administrative assistance for event operations. Key tasks include document management, scheduling, communication with participants and VIP guests, and ensuring smooth execution of on-site activities. The ideal candidate is highly organized, capable of working independently, and proficient in multitasking under tight deadlines.

QUALIFICATIONS AND SKILLS:

• Strong organizational skills with excellent attention to detail.
• Proven ability to manage multiple tasks and work effectively under pressure to meet deadlines.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and experience with SharePoint or similar platforms for document management.
• Excellent verbal and written communication skills, with the ability to collaborate in a dynamic environment.
• A proactive mindset with the ability to follow up on tasks independently, seeking approvals when necessary, and adhering to university policies and procedures.

OTHER REQUIREMENTS:

• Flexibility to work evenings and weekends, especially during major university event dates.
• Availability to travel within Kuwait for vendor meetings and site visits. A valid driver’s license is required.

• Administrative Support:
• Maintain accurate records, including schedules, contracts, invoices, and correspondence related to the events.
• Manage different document sharing and task tracking platforms, in addition to team email.
• Prepare and distribute meeting agendas and materials, take minutes during meetings, and follow up on action items.
• Assist in scheduling weekly status meetings and track progress of meeting outcomes.
• Vendor and Logistics Coordination:
• Coordinate with vendors (catering, venue, AV, photographers, etc.) to ensure seamless delivery of services.
• Liaise with the events management company to finalize logistics for key university event activities (opening, gala, closing).
• Handle communication and coordination with participants, VIP guests, and workshop facilitators regarding transportation, accommodation, and event-related details.
• Communication with Participants and Guests:
• Serve as the main point of contact for participants and VIP guests, managing guest itineraries and arrival details.
• Coordinate with external partners, including vendors, officials, and translators for non-Arabic-speaking guests.
• Event Planning Support:
• Track the progress of multiple planning initiatives using project management tools, ensuring all tasks are on schedule.
• Assist in organizing event workshops, lectures, and panels, including scheduling, tracking attendance, and managing documentation.
• Provide administrative support for event submission platforms, ensuring accuracy in data entry, participant queries, and content review.
• On-Site Event Support:
• Support the on-site management of university events, including registration, workshop oversight, and addressing guest needs.
• Ensure materials such as badges, schedules, and promotional items are prepared and distributed to attendees.
• Assist the event team with any logistical challenges or last-minute changes that arise during university events.