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Shared Service Coordinator

3 weeks ago

Doha, Qatar Qatar Museums Full time

Key Accountabilities:

- Manage coordination with QM Events team and other related QM departments. Develops event concepts and planning and supports in the coordination and delivery of DADU events.
- Focal point for QM Events team.
- Coordinate with the central Marketing and PR departments for the planning and delivery of DADU events.
- Work with DADU Senior Management Team and internal stakeholders to develop and execute the Events Plan and calendar.
- Support Senior Projects Specialist in events budget planning and budget utilization.
- Support the planning and coordination work for the annual DADU Founding Family event, and other fundraising-related events.
- Responsible for planning event risk management, health and safety, and security.
- Book venues and schedule speakers
- Research vendors (catering, decorators, musicians etc.) and choose the best combination of quality and cost
- Negotiate with vendors to achieve the most favorable terms
- Hire personnel
- Focal point for coordinating with external providers and partners during events.
- Do final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards
- Oversee event happenings and act quickly to resolve problems
- Evaluate event’s success and submit reports Focal point for health and safety, and security during events.
- When required, support the DADU Learning & Outreach team with the delivery of programming and activities.
- Participate in all professional training and education set by DADU senior management; actively seek out additional training, conferences, etc., locally and internationally, that are directly relevant to work; actively review all other training opportunities offered.

Qualifications/Requirements:

- Bachelor’s degree
- Degree in hospitality management, public relations or relevant field is preferred
- Excellent interpersonal skills and demonstrated ability to communicate effectively to a wide range of audiences including QM central departments and external stakeholders.
- Bilingual (Arabic-English) with a wide range of written and verbal communication skills
- Ability to manage projects independently, and multiple projects simultaneously.
- Ability to remain calm and focused in high-pressure environments.
- Previous experience and knowledge of events planning and delivery
- A proven track record of organizing successful events
- Proficient in MS Office
- Excellent vendor management skills
- Knowledge of basic recruitment practices
- Outstanding communication and negotiation ability
- Well-organized with multi-tasking skills
- Able to handle stress and remain calm
- Problem-solving ability