Conference Coordinator
Job Fit Check
Base Career helps you apply smarter for this job.
Key skills for this role
About the Role
Vibes Events on behalf of ADNEC Capital Events seeks an events enthusiast with strong organizational skills to support conference administration. The role involves speaker and delegate management, permit processing, and onsite event support.
Key Skills for This Role
Responsibilities
- Provide administrative support to the conference team across all stages of event delivery
- Update event materials and ensure event teams are informed of changes
- Brief speakers on requirements and collate documents ahead of events
- Book flights and accommodation for event participants
- Maintain an up to date speaker database
- Provide onsite support for VIP delegates and speakers during events
- Manage DCT speaker and entertainer permit processing
- Manage content stage and meeting rooms during live events
Requirements
- Degree or equivalent qualification
- Event administration experience is an added advantage
- Strong organizational, planning, and time management skills
- Excellent verbal and written English proficiency
- Excellent interpersonal skills
- Strong knowledge of MS Office Suite
- Ability to work independently and collaboratively
- Proven ability to maintain confidentiality
Full Job Posting
Role Overview
- Vibes Events on behalf of ADNEC Capital Events is looking for an events enthusiast with an eye for detail and great organisational skills.
- As a Conference Executive, you will be involved in all aspects of conference administration, providing valuable support in coordinating events from initial enquiry through to event feedback.
Working Hours
- Monday to Saturday; 9AM to 6PM (including 1 hour break)
Contract Type
- 4 months (subject to extension)
What You'll Do
- Provide administrative support to the conference team across all stages of event delivery
- Update event materials and ensure event teams are promptly informed of any changes
- Develop and maintain knowledge of company business processes and systems relevant to the role
- Brief speakers on requirements and collate all required documents ahead of events
- Book flights and accommodation for event participants, including VIP delegations and speakers
- Maintain an up to date speaker database across all events
- Provide onsite support for VIP delegates and speakers during events
- Manage DCT speaker and entertainer permit processing in compliance with regulatory requirements
- Manage content stage and meeting rooms during live events
- Maintain confidentiality and exercise discretion in all aspects of the role
What We Are Looking For
- A degree or equivalent qualification; event administration experience is an added advantage
- Strong organisational, planning, and time management skills with exceptional attention to detail
- Excellent communicator with high level verbal and written proficiency in English
- Excellent interpersonal skills with the ability to liaise effectively with stakeholders at all levels
- Strong knowledge of MS Office Suite, including Word, Outlook, and Excel
- Self disciplined and able to work independently as well as collaboratively as part of a team
- Proven ability to maintain confidentiality and exercise discretion at all times
- Flexible and willing to take on tasks outside of the immediate remit when required
Additional Information
- This is an office based role with regular onsite presence required during live events.
- Initial contract duration is 4 months, with potential for extension based on project requirements and performance.
- Candidates must be flexible regarding contract extension as required by business needs.
Apply for this job in 1 click
Skip the repetitive application forms
Install the Base Career Chrome Extension and autofill job applications across major job boards with your profile.
Trusted by over 500,000 job seekers on Base Career
More from this employer
More jobs at Vibes Staffing
Telemarketer
Abu Dhabi Emirate, UAE
Vibes Events seeks a Telemarketer for ADNEC Capital Events. The role involves high-volume outbound calls, lead generation, CRM management, and supporting sales and marketing. Requires proven telemarketing experience and
Commercial Executive
Dubai, UAE
Vibes Staffing seeks a Commercial Executive to qualify leads and support sales for WHX Dubai, a healthcare event. The role involves lead qualification, CRM management, and marketing collaboration. Requires strong communi
Content Executive
Abu Dhabi Emirate, UAE
Vibes Staffing is hiring a Content & Programme Executive for a 3-month contract in Abu Dhabi to support international conferences in defence and security. The role involves research, content development, speaker manageme
Project Consultant
Abu Dhabi, UAE
Vibes Staffing seeks an experienced freelance consultant to support the implementation of UAE E-Invoicing requirements. The consultant will coordinate between Vibes, the Accredited Service Provider, ERP systems, and Quic
Marketing Executive
Abu Dhabi Emirate, UAE
Vibes Staffing is seeking a Marketing Executive to support ADNEC Capital Events in Abu Dhabi. The role involves executing event marketing campaigns, coordinating with exhibitors, managing communications, and updating web
Social Media Content Creator
Abu Dhabi Emirate, UAE
Vibes Staffing is looking for a Social Media Executive to manage social media accounts for ADNEC Capital Events in Abu Dhabi. The role involves creating content, managing posts, analyzing performance, and engaging with f
Protocol Officer
Abu Dhabi Emirate, UAE
Vibes Staffing seeks a UAE National Assistant Protocol Officer for a prestigious government project. The role involves supporting protocol operations, driving VIP guests, and ensuring seamless official engagements. Requi
Talent Acquisition Lead
Abu Dhabi, UAE
Vibes Events is seeking an Event Talent Lead to own and drive end-to-end event staffing operations across our growing portfolio. This is a hands-on leadership role responsible for building talent pipelines, executing hig
Telemarketer
Abu Dhabi Emirate, UAE
Commercial Executive
Dubai, UAE
Content Executive
Abu Dhabi Emirate, UAE
Project Consultant
Abu Dhabi, UAE
Marketing Executive
Abu Dhabi Emirate, UAE
Social Media Content Creator
Abu Dhabi Emirate, UAE
Protocol Officer
Abu Dhabi Emirate, UAE
Talent Acquisition Lead
Abu Dhabi, UAE