Full-Time Open Position

Events Specialist
AmCham Abu Dhabi

Position:         Events Specialist

Reports to:        Executive Director

Job Summary: The American Chamber of Commerce in Abu Dhabi is seeking a highly organized and enthusiastic Events Specialist who will be responsible for planning and executing AmCham Abu Dhabi events, managing logistics, vendor coordination, budgeting, and member servicing & attendee engagement. The role also involves maintaining event records, supporting event communications, managing the master event calendar, and ensuring smooth on-site operations and post-event reporting and event budgeting vs profitability.

Responsibilities:

Admin

  • Assisting with on-site event coordination and logistics, ensuring smooth execution.
  • Providing excellent customer service to members and event attendees.
  • Maintain records and photos for all events (electronic and hard copies).
  • Receive RSVPs and maintain an accurate list of attendees for all AmCham Abu Dhabi events.
  • Prepare agendas and reports on meetings and events.
  • Organize Programs Committee meetings and work closely with Chair to determine and plan the event calendar.
  • Work closely with Communications Specialist and Marketing Manager.
  • Develop and implement AmCham Abu Dhabi events and programs, working closely with the Executive Director and Programs Committee. These include but are not limited to: community events (Excellence Awards Gala, 4th of July, Golf Tournament), networking events (Strictly Socials), speaker events (Breakfasts, Luncheons, Dinners/Cocktails), business events (Seminars, Roundtables, Conferences), meetings (Annual General Meeting of Members, Board Meetings, Committee Meetings) and joint activities with other groups including Chambers of Commerce, US Embassy, and Business Groups.

Logistics

  • Coordinate all logistics for events – venue, menus, decorations, tickets, entertainment, photography, speaker bios, programs, etc.
  • Managing event registrations and RSVPs.
  • Meet and greet membership at events.
  • Conduct set up and break down of event, and run-through prior to event.
  • Coordinate all logistics with hotel during event.
  • Register attendees and collect payments.
  • Coordinate volunteers and interns at events, where applicable.
  • Ensure all finances and paperwork are in order at event and returned to the office.

Master Calendar Management

  • Monitor key regional or global events
  • Help create and update annual Calendar of Events.
  • Analyze spacing between events
  • Provide regular calendar updates

Event Research

  • Ensure events date do not have conflicts with major events or conferences.
  • Explore industry trend events.

Event Planning

  • Providing administrative support for event planning, including venue research, vendor communication, and material preparation.

Hotel Key Account Management

  • Meet with hotel contacts and visit venue sites.
  • Build relationships with hotel staff and event organizers.
  • Use all AmCham Abu Dhabi hotel members on a fair and reasonable basis.
  • Coordinate contracts with hotels and vendors, and obtain the Executive Director’s approval. 

Event Communication

  • Draft and, upon approval, send event communications to AmCham Abu Dhabi membership.
  • Administer event surveys
  • Supporting marketing and communication efforts related to events.

Budget and Finance: 

  • Prepare and provide working budget prior to each event and follow-up report and Profit & Loss after each event.
  • Work closely with office staff to ensure correct invoices are sent and payments received. 
  • Preparing reports and P&L for each activity undertaken.

Others

  • Reporting as needed
  • Develop and maintain SOPs/manuals and guides related to event workstream.
  • Agency management as assigned.
  • Work with various Committees as requested.
  • Work with Membership, Marketing, and Communications Department on joint projects.
  • Undertakings additional tasks as assigned by the Executive Director and Marketing Manager.
  • Perform general office duties (phone, fax, email) and other duties as assigned.

Qualifications:

  • Bachelor’s degree or a minimum of 5 years equivalent event or hospitality work experience.
  • Excellent written and oral English language skills. Arabic is a plus but not required.
  • Take charge professional with the ability to manage administration and logistics in a busy special events environment.
  • Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work evenings and weekends, when needed.
  • Flexible team player with excellent communication skills and the ability to multi-task and work under tight deadlines.
  • Demonstrated ability to build and maintain relationships with a wide array of people from diverse backgrounds – including business, government, and non-profit organizations.
  • Excellent oral and written communication skills, plus interpersonal skills.  Ability to exercise tact and diplomacy in organizational settings.
  • Must be a self-starter who is disciplined and can remain focused in a fast-paced environment.
  • Proven success in roles requiring execution of multiple tasks while responding to various priorities.
  • Strong computer skills with various applications, including database management.  Proficient in Windows and MAC as well as Microsoft Office and Google applications.
  • Flexibility in terms of work hours and holidays beyond the work timings due to the nature of running the events.

To Apply:

Interested candidates are invited to submit their resume, two personal references, a certified degree, and any other certifications to hr@amchamabudhabi.org.  The deadline for submission is August 8, 2025. If you are shortlisted, you will be contacted to schedule an interview within the month of August. Please do not contact the AmCham Abu Dhabi office.