Event and Conference Coordinator

Job Title: Event and Conference Coordinator
Dar al-Kalima University
Location: Bethlehem
Employment Type: Full-time

Position Summary:
The Event and Conference Coordinator is responsible for planning, organizing, and executing a variety of university-hosted events, including academic conferences, guest lectures, exhibitions, student showcases, and special university ceremonies. This position requires strong project management skills, attention to detail, and the ability to coordinate logistics across departments to ensure exceptional experiences that reflect the university’s brand and mission.

Key Responsibilities:
Event Planning & Coordination

Plan and execute all logistical aspects of events from concept to completion.
Develop detailed timelines, task lists, and production schedules.
Coordinate with internal departments (e.g., facilities, marketing, IT, catering, security).
Source and manage vendors (caterers, AV teams, hotels, etc.).

Stakeholder Collaboration:

Work closely with faculty, staff, and leadership to support academic and institutional goals through events.
Liaise with guest speakers, visiting artists, conference participants, and VIPs.
Act as main point of contact for all event stakeholders.

Budget & Administration

Develop and track event budgets.
Prepare RFP and bids, process payments, invoices, and contracts in accordance with university policies.
Maintain records, databases, and post-event reports for continuous improvement.

Marketing & Communications Support

Collaborate with marketing team to promote events via email, social media, and print collateral.
Ensure signage, invitations, and branding are aligned with university identity.

On-Site Event Execution

Oversee event setup, execution, and breakdown.
Manage day-of logistics, staffing, registration, and guest experience.
Troubleshoot issues in real-time and ensure a smooth flow of activities.

Required Qualifications:

Bachelor’s degree in Event Management, Hospitality, Communications, or related field.
5 years of professional experience in event planning, preferably in higher education or creative industries.
Fluency in Arabic and English; additional languages are an asset.
Proficiency with event management tools and platforms (e.g., Eventbrite, Cvent, Google Workspace, Microsoft Office).
Excellent organizational, interpersonal, and communication skills.
Ability to manage multiple projects, deadlines, and stakeholders under pressure.
Flexibility to work evenings/weekends/travel as needed for events and conferences.

Key Attributes: