Director of Events and Visitor Relations
Texas A&M University at Qatar
مجموع سنوات الخبرة :21 years, 11 أشهر
-Manage University’s academic, operational, social and student events
-Oversee all food services/catering activities; identify, select and train caterers on university health, safety and hygiene standards; select and negotiate menu prices, place catering orders, supervise set-up and monitor quality of service and food quantities
-Provide event strategy and consultancy to all departments and programs
-Work closely with the office of strategic partnership to identify potential sponsors and donors
-Prepare and monitor budgets to ensure revenue and expenses are kept within established boundaries
-Identify event site requirements; develop event timelines, production schedules, site and floor plans
-Identify vendors, negotiate contracts and oversee operations to maintain or decrease costs
-Manage logistics including travel, accommodation, food and beverage, creation of ushering, transportation, parking and traffic control plans
-Create successful event environments, including décor, branding, sound, light, stage, special effects, audio-visual and entertainment
-Liaise with Marketing and Communications and designers to create a brand identity, develop event marketing and media plans for each event
-Coordinate event staffing requirements; manage volunteers and contracted staff
-Coordinate exhibitions from buildup to dismantling and liaise with contractors, vendors, exhibitor and sponsors to handle all logistical details, including signage, promotion and registration
-Engage the Office of Building Operations and HSSE in executing event safety guidelines and apply event risk management process
-Ensure adherence to legal, health, safety and insurance obligations
-Manage University visitor relations, protocol and etiquette; coordinate all VIP delegation visits, including members of royal families, heads of state, ministers and other government officials
• Coordinated all campus events including student organizations' events
• Developed and periodically reviewed university event guidelines and catering guidelines
• Provided event management training sessions to administrative staff
• Acted as the focal point and provided advice on setup options and types of materials needed to achieve desired results for clients holding events on and off campus
• Coordinated suppliers, handled client queries and troubleshoot at events to ensure that all runs
smoothly
• Planned and managed press relationships, special events and promotions
• Handled guests' feedback and complaints
• Managed the selection, bidding process and order of campus-wide promotional items
• Researched, selected and coordinated with vendors and managed campus-wide orders for different
supplies, printing, event equipment, catering, photography and promotional items
• Assisted in events planning and on-site production
• Monitored finances including budgets, check requests, invoicing, and reporting
• Coordinated appointments and visits to see event venues and scheduling of events on the calendar
• Conducted research and identified resources to help staff make decisions about event opportunities
• Served as liaison with vendors on events and food services
• Selected and managed student workers to provide administrative support to the department
• Organized office operations and procedures
• Managed and maintained office inventory, filing and archiving system and controlled office
correspondence
• Liaised with other administrative teams
• Oversaw selection and production of institutional promotional items and printed materials
• Coordinated press for events and was in charge of monitoring local and regional media coverage
• Translated and proofread press releases and other publications
• Conducted campus tour visits
• Engaged in all aspects of all institutional events planning
• Assigned tasks and supervised student workers
• Liaised with Finance and Procurement for requisition of supplies and managed all office invoicing and recorded office expenditure
• Planned, coordinated and staffed meetings and all types of institutional events
• Responded to internal and external customer enquiries and complaints
• Maintained the condition of the office and arranged for necessary repairs and equipment
• Served as a personal assistant and liaison to the unit head; organized schedule, provided agendas and staffing assistance for meetings
• Coordinated all logistical and organizational aspects of board meetings and executive staff meetings
• Planned and coordinated logistical and administrative support for departmental events, institutional
meetings, activities, projects and other functions
• Gathered information and conducted crucial research during the start-up phase of the organization in support of departmental administrators' needs
• Engaged in resolving complex, highly sensitive and confidential administrative matters
• Coordinated and provided information and reports for main campus in the United States
• Worked with Human Resources Department to provide staff housing and transportation
• Provided logistical support for all visiting delegations
• Coordinated administrative support functions; selected, supervised, trained and evaluated the work of program aids; assigned tasks and evaluated job progress
• Received, filtered, approved and issued visa applications
• Investigated and interviewed visa applicants
• Entered data into computer using RMV2 system (special visa system)
• Worked in a capacity of HR liaison for embassy expatriates to settle issues related with their residency in Qatar
• Worked as government liaison and coordinated with immigration department to settle issues related to residence permits, visit visas, national identification cards etc.
• Etiquette and International Protocol Consultant, The Protocol School of Washington: 2013
• Two year program to receive a certificate in Events Management
• Bachelor of Business Administration, focus on International Affairs and Diplomacy, graduated with honors