Event Planner

Overview

JLL is seeking an innovative and detail-focused Event Planner to join our community engagement team at a premier mixed-use compound in Saudi Arabia. This position involves transforming community engagement goals into memorable experiences that enhance resident satisfaction and foster a sense of community.

Key Responsibilities

• Convert community engagement strategies into comprehensive event concepts and plans.
• Craft extensive event proposals covering themes, activities, layouts, timelines, and budgets.
• Develop detailed schedules, floor plans, and run-of-show documents for events.
• Create culturally sensitive and family-friendly experiences catering to diverse residents.
• Ensure events adhere to compound branding and community values.
• Organize seasonal festivities such as Eid, National Day, Ramadan, and back-to-school celebrations.
• Prepare contingency plans for weather or unexpected issues.
• Identify and select vendors, including caterers, entertainers, decorators, and equipment providers.
• Negotiate contracts to secure competitive rates and maintain quality standards.
• Manage vendor relationships and act as primary liaison throughout event preparation and execution.
• Conduct site visits and vendor briefings to ensure alignment with event requirements.
• Supervise vendor setup, onsite operations, and teardown during events.
• Assess vendor performance post-event and maintain a preferred vendor list.
• Coordinate logistics involving venue setup, furniture, audiovisual equipment, décor, signage, and materials.
• Obtain necessary permits, approvals, and insurance from management and external authorities.
• Prepare detailed budgets with line-item summaries for management review.
• Monitor event expenditures and keep precise financial records in real-time.
• Identify cost-saving measures without sacrificing quality or attendee experience.
• Complete post-event financial reconciliations and variance analyses.
• Collaborate with marketing to develop promotional materials and campaigns.
• Ensure compliance with Saudi regulations, cultural norms, and compound policies.
• Maintain documentation such as permits, insurance certificates, and safety plans.
• Oversee event setup and perform final inspections before events begin.
• Lead event execution onsite, managing schedules and resolving issues promptly.
• Collect and analyze resident feedback to inform post-event evaluations.
• Compile comprehensive reports detailing attendance, budget performance, outcomes, and lessons learned.

Candidate Profile and Experience

• Bachelor’s degree in Event Management, Hospitality, Marketing, or a related discipline.
• Between 5 and 7 years of experience in event planning.
• At least 3 years of experience organizing events in Saudi Arabia or the GCC region.
• Proven capability in managing family-oriented and community-focused events.
• Experience handling events ranging from small gatherings of 50-100 guests to large festivals exceeding 500 attendees.
• Familiarity with working alongside Saudi vendors and service providers.
• Knowledge of Saudi event permits and regulatory standards.
• Skilled in managing various event budgets across different scales.
• Ability to manage several events simultaneously with strong attention to detail.
• Experienced in both indoor and outdoor event arrangements within community compounds.

Essential Skills

• Proven skills in event planning and project coordination.
• Expertise in vendor management, including negotiation and contract handling.
• Competence in handling budgets and financial tracking.
• Strong cultural awareness and sensitivity relevant to Saudi and GCC contexts.
• Excellent problem-solving and quick decision-making abilities under pressure.
• Proficiency in Microsoft Office tools, including Excel, PowerPoint, and Word.
• Experience using event management software such as Eventbrite or Cvent.
• Knowledge of event design software is advantageous though not mandatory.
• Strong communication skills in English; conversational Arabic is a plus.
• Exceptional organizational skills with meticulous attention to detail.
• Creative mindset for developing engaging event themes and ideas.
• Adaptable and flexible when managing fast-paced, dynamic workloads.
• Adept at working independently as well as collaboratively within teams.

Additional Notes

The ideal candidate must be able to perform all duties required for the efficient management and operation of the property’s event program as per industry best practices and international standards. Coordination with various stakeholders including residents, vendors, event agencies, internal departments (security, marketing, facilities), and community partners is essential for successful event execution.