Events Specialist

Association Description

The Gulf Downstream Association (GDA) was established by its Founding Companies from Saudi Aramco, Kuwait Petroleum International (KPI), BAPCO Refining , Kuwait National Petroleum Company (KNPC), Abu Dhabi National Oil Company (ADNOC) and OQ. GDA is a non-profit organization that aims to bring leading Downstream players together to further develop the industry and draw mutual benefits from sharing knowledge and best practices

Job Summary

The Events Specialist handles the planning, coordination, and execution of the association’s events, including networking activities, workshops, and large-scale conferences such as the International Downstream Conference and Exhibition (IDCE) in coordination with appointed external event organizers. The role ensures high-quality and professional event delivery aligned with the association’s standards and stakeholder expectations.

Key Responsibilities

• Prepare detailed event plans, timelines, and operational requirements aligned with approved objectives.
• Coordinate with external event organizers for large-scale events, including supporting bid evaluation and selection processes.
• Act as the operational liaison between the Secretariat and appointed event organizers.
• Coordinate with internal departments to ensure timely processing of procurement and documentation.
• Liaise with speakers, sponsors, vendors, and participants to support smooth event execution.
• Coordinate event registration processes with relevant stakeholders.
• Monitor event progress and address operational issues during planning and execution phases.
• Prepare post-event reports, including attendance data, evaluations, and recommendations.
• Align event timelines with marketing and program requirements in coordination with relevant teams.
• Maintain event documentation and records in a centralized system (e.g., SharePoint).

Required Skills and Experience

• Minimum 5 years of experience in event coordination, preferably within the energy, oil & gas, or association sectors.
• Strong organizational and coordination skills with high attention to detail.
• Excellent communication and stakeholder engagement abilities.
• Proficiency in MS Office and event management tools.
• Experience in handling event budgets and logistics.