Event Assistant (Dubai)

JOB TITLE

Event Assistant

THE LOCATION

Dubai

THE ORGANIZATION

You can take pride knowing that you will be working with the largest individual-member organization serving managers, engineers, scientists, and other professionals worldwide in the upstream segment of the oil and gas industry – a vital energy and material resource. From our beginning in the early 1900’s, SPE has grown to nearly 119,000 members in 138 countries. SPE is a 501(c)(3) not-for-profit organization with operations around the world.

THE OPPORTUNITY

This position is responsible for providing event support services to the Event Managers, Specialists and Coordinators in assistance of Event Workshop(s), Symposium(s) and Summit(s). The Event Assistant’s assigned work will span the SPE Middle East geographical area which includes Africa, Middle East and South Asia. If you enjoy a fast-paced environment with competing priorities in support of multiple events, this will be a great match for you! SPE also provides a multitude of benefits including a work schedule which allows every other Friday off!

THE IMPACT YOU WILL MAKE IN THIS ROLE

• Act as the primary contact and internal contact for all programme-related information and issues providing expertise and guidance to the Event Manager and stakeholders’ inquiries related to assigned project.
• Generate registration and demographics reports from database for Event Managers. Assist in maintaining records including addresses, telephone numbers, email addresses, and other updates to the master database for event registrants, committees, senior executives, and exhibitors.
• Liaise with Programme Specialists to ensure programme timelines are planned accurately and support production schedules/deadlines
• Assist Event Managers with committee meeting logistics, including venue, AV requirements, meeting packs, shipment arrangements.
• Manage finance related tasks for registration such as invoicing and payment processing and post-production close-out.
• Compose routine correspondence related to the assigned project.
• Perform project administrative services such as printing labels, badges, certificates, housing lists as instructed by the Event Manager.
• Set up the call for papers and follow up on manuscript submission for conferences.
• Design and create event brochures.
  
  

Your Skills And Expertise

• Administrative office experience : at least 2-3 years - Event experience would be a plus!!
• Software/Database experience : able to set up and manage events in database applications in support of our event administration. Experience with Oasis, EBMS and Personify would be a plus!
• MS Office software literacy : (Word, Excel, Power Point, Forms) Must be able to build and maintain spreadsheets – pivot tables and formulas are a plus.
• Plan, organize and multitask skills : you bring exceptional ability to plan, organize and multitask multiple projects with a high degree of attention to detail.
• Interpersonal skills: including negotiation and strong diplomacy skills with the ability to build meaningful relationships with all levels of associates, members, and vendors.
• Communication skills: Excellent and accurate verbal and written communications in English is essential. Other languages may be advantageous.
• Numerical skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.
• Analytical skills: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Excellent communication skills: verbal and written communications in English is essential. Other languages may be advantageous.
• Understand instructions : furnished in written and oral form.
• Other traits: Agile, insightful, empathetic, team player, self-motivated, independent worker, adaptable, flexible and reliable.
  
  

Additional Attributes For Success In This Role

• Ability to work flexible and/or extended hours as needed to accommodate members and team members in multiple time zones.
• Ability to work for extended hours at a computer screen.
• Willingness and ability to travel, domestically and internationally, without restrictions, approximately 40% per year.
  
  

Benefits And Perks

• If you enjoy long weekends, you will really appreciate our 9/73 schedule which allows for every other Friday off!
• We have all the great medical benefits that you would expect from a top employer starting from your first day of employment
• Company paid life insurance
• Excellent Vacation allowance
• Hybrid work model
• Employee Assistance Program
  
  

Learn more about employment and life with SPE: https://www.spe.org/en/spe-life/

To avoid delays in considering your application, please complete all questions within the application including your expected salary 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.