Invitation & Registration Coordinator

Role Summary

We are looking for a bilingual (Arabic and English) Invitation & Registration Coordinator based in Riyadh to manage speaker engagement tasks for a significant event running until the end of March 2027. This role involves overseeing the end-to-end process of system-generated speaker invitations, VIP and guest coordination, and related operational duties to ensure a streamlined speaker experience and flawless event execution.

Key Responsibilities

• Manage the full lifecycle of system-issued speaker invitations, including dispatch, tracking responses, and sending reminders.
• Monitor the invitation and registration platform to detect and resolve issues such as failed sends, data inconsistencies, or duplicate entries, escalating technical problems when needed.
• Maintain comprehensive and current records of speakers, including attendance confirmations, biographies, and session details.
• Serve as the liaison between speakers and various internal teams, vendors, and stakeholders to facilitate smooth operations.
• Handle communications and coordination with VIPs, senior executives, government officials, and other prominent attendees with appropriate discretion and etiquette.
• Prepare bilingual correspondence including invitations, confirmations, reminders, and general communications tailored for both Arabic and English speakers.
• Address speaker inquiries promptly and professionally, either resolving issues directly or directing them to the relevant party.
• Produce and update status reports, trackers, and documentation regarding invitations and confirmations for stakeholders.
• Monitor deadlines closely and escalate any risks or delays to ensure timely event deliverables.
• Provide support during testing phases, platform launches, and live event days, including onsite speaker coordination.
• Manage issue tracking and follow-up efforts with internal groups, vendors, and stakeholders.

Requirements and Competencies

• Fluent in both English and Arabic, excelling in written and verbal communication.
• Demonstrated experience coordinating speakers, managing VIP guests, or working in event coordination, ideally with large-scale conferences or events.
• Two to three years of experience working with government officials, senior executives, VIPs, and other high-profile individuals.
• Technical proficiency with registration platforms, digital invitation systems, and event management software.
• Experience handling system-generated invitations, confirmations, registration links, and speaker data.
• Strong interpersonal skills for coordinating multiple stakeholders and teams.
• Exceptional organizational skills, meticulous attention to detail, and excellent follow-through.
• Problem-solving abilities and proactive management of unforeseen issues and last-minute changes.
• Proficient in Microsoft Office suite including Excel, Outlook, PowerPoint, and Teams.
• Capable of maintaining professionalism and confidentiality in a fast-moving, deadline-oriented environment.

Preferred Qualifications

• Background in event technology, and familiarity with guest or registration management platforms.
• Experience with operational planning and live event execution.
• Skills in coordinating vendors, temporary staff, or cross-functional teams.
• High cultural awareness and effective communication across different cultures.