Senior Event Coordinator

JOB TITLE

Senior Event Coordinator

THE LOCATION

Dubai, UAE (hybrid)

THE ORGANIZATION

Solutions. People. Energy. These three words define how we work together to create impact. Our members gain access to premier programs, content, and events designed to accelerate professional growth and career development, while fostering a strong network and sense of community. SPE employees are proud to contribute to a community that’s making a difference globally!

From our beginning in the early 1900’s, SPE has grown to nearly 132,000 members in 146 countries. SPE is a 501(c)(3) not-for-profit organization with operations around the world. SPE maintains offices in Calgary, Dallas, Dubai, Houston, and Kuala Lumpur.

Visit our website for more information about life as an employee with SPE: https://www.spe.org/en/spe-life/

THE OPPORTUNITY

The Senior Event Coordinator position is responsible for managing workshops from conceptualization to post-event wrap-up and programming support of Conferences and Symposiums throughout Europe and the Caspian regions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Event Committee Management which includes committee formation, attending and facilitating committee meetings and liaising with committee members on the technical programme and overall event progress
• Support identification of workshop dates, avoiding clashes with other SPE and oil and gas industry activities worldwide
• Evaluate, inspect and select venues for workshops. Negotiate contracts and work closely with vendors on aspects such as catering, branding, audio‐visual, transportation, signage and entertainment
• Organizing social and networking opportunities during workshops
• Build and maintain external relationships with key stakeholders within the industry
• Work closely with committees to ensure successful management and smooth delivery of programmes. Also includes speaker solicitation, invitation and management
• Establish and maintain relationships with committees, event partners, venues and suppliers
• Production of monthly event progress reports
• Prepare and maintain workshop budgets, with close monthly monitoring and follow-up meetings with other teams including accounts, marketing, sales and event assistants.
• Work closely with Marketing to develop and execute an Event Marketing Campaign.
• Work closely with Sales and committee members to identify potential sponsors and exhibitors
• Ensuring sponsor, exhibitor and delegate payments are processed
• Overview of onsite registration management and operations
• Assume responsibility for successful workshops in terms of financial results and member-satisfaction
• Maintain competency with in-house computer applications and other software programmes that are applicable to event administration.
• Providing technical programme support for conferences, from SPE Paper Management System setup to production of conference proceedings, which includes processing abstracts and manuscripts on SPE system, author and committee communications and onsite preparations and execution.
• Work closely with Event Managers supporting Conference/Symposium programming and produce regular reports on the abstract/paper proposal process when required
• Communicate with authors during the paper management process

YOUR SKILLS AND EXPERTISE

• Bachelor’s degree in event/project management, or a relate field, or equivalent practical experience supporting event activities.
• Experience supporting and facilitating event committees - desirable
• Timely and accurate written and verbal communication
• Skilled in budget management & tracking
• Exceptional attention to detail, coordinating event logistics, producing progress reports, and maintaining accurate event documentation
• Highly organised, reliable, and comfortable managing multiple tasks in a fast-paced environment while keeping documentation structured.
• Self-motived, with the ability to work independently with little supervision.
• Strong collaboration skills, with the ability to communicate clearly and work effectively with global colleagues, internal teams, and external stakeholders.
• Proficient in event management systems and all MS Office Software
• Resilient and calm under pressure, particularly during live event environments
• Solution focused mindset, with confidence to take initiative
• Highly level of professionalism, a strong work ethic and commitment to delivering a successful event and an outstanding experience for event participants

OTHER REQUIREMENTS

• Ability to travel (approx. 4 to 5 times per year) to the European & Caspian region, without travel restrictions
• Knowledge of the Oil & Gas industry - desirable

BENEFITS AND PERKS

You can expect to enjoy our excellent benefits contributing to our employee work/life balance!

• Private Medical Insurance
• Life Insurance protection
• Housing Allowance along with competitive salaries.
• Annual Airfare Allowance, an economy class, return airfare to your home country, paid after each full year of employment.
• Paid Annual Leave of 30 working days per annum.
• Carparking in our subsidized car parking arrangement.

To avoid delays in considering your application, please complete all questions within the application including your expected compensation range for this role.

Society of Petroleum Engineers is an Equal Opportunity Employe r

We welcome diversity in our workforce and encourage all qualified applicants to apply.