Job Description

The Events and Programmes Coordinator is based at Hayy Jameel, Jeddah. This role involves organising events across Hayy Jameel’s various programmes and spaces. This role supports the production and delivery of Art Jameel produced events and programmes, from talks and conferences through to festivals and markets. This entails providing all aspects of administrative and marketing support including preparing outreach materials and guestlists, managing events assets and furniture, booking venues, liaising with catering, production and design companies; managing electronic and printed invitation mailings and managing guests and visitors onsite; and assisting with post-event follow-ups. This role also support Hayy Jameel’s Partnerships Manager in coordinating with Hayy Jameel’s partners and venue hire clients on delivering on-site events at Fenaa Hayy and other spaces throughout Hayy Jameel. 

Responsibilities and duties

Producing events and programmes

• Contribute to Hayy Jameel’s programming strategy for year-round festivals events and performances 
• Support in producing and delivering events such as seasonal markets, festivals, and music  concerts that engage a wide variety of audiences while nurturing young creative talent 
• Support Learning and Exhibitions teams in producing learning and exhibitions programmes, where needed
• Contribute to the management of Jameel Art Centre’s dynamic event calendar and keeping all staff informed of forthcoming events and their potential impact to the centre’s operations
•  Coordinate with the operations team on events set up and related run-of-show activities
• Take an active role in ensuring outstanding services for clients and potential clients and maximising opportunities to generate revenue
• Delivery overseeing and reviewing internal administrative processes for events including booking procedures; contract  terms and conditions; invoices and post-
• Together with the Visitor Experience Coordinator, establish Hayy’s visitor experience strategy that delivers on both outreach and experience objectives
• Initiate and maintain partnerships with like-minded organisations from government institutions, and diplomatic cultural organisations through to grassroots initiatives and groups 
• Update programmes and events related content on the Art Jameel and Hayy websites 

Administration

• Take on administration-­‐related tasks and projects, when required
• Keep an orderly and up to date filing system, including regularly updating budgets and planners
• Contribute to the preparation of budget estimates for events and programmes
• Maintain an orderly filing system for administrative and legal paperwork such as invoices, agreements and payment receipts related to events and other projects as needed
• Support on the financial administration of programmes and events related spending, including the processing of invoices, receipts and contracts 
• Update project budgets regularly in discussion with Managers
• Foster good working systems with finance in regards to managing and reporting on exhibition expenditure

Qualifications and past experience

• More than 2 years of work experience involving supporting the delivery events or community initiatives at a reputable organisation preferably in a creative field 
• Enthusiasm for producing  and delivering events and passion for community building 
• Excellent time management and organisation skills
• Passion for arts and creative industries
• Excellent written, oral, and interpersonal communication skills, and be able to work in a team environment
• Positive, resourceful, solutions- and outcomes-oriented; ready to embrace new challenges
• Mandatory: excellent Arabic; strong written and spoken English
• An entrepreneurial, proactive approach and strong interpersonal skills

Conditions of Work

• This is a full-time position based in Jeddah, KSA, with occasional travel to Dubai, United Arab Emirates, and elsewhere
• All members of the Art Jameel team take shifts on the Welcome Desk (at least 1 day every 2-3 weeks)
• Occasional weekend and evening work according to events and programmes is as required

 Benefits include

• Full health & dental insurance
• 25 days annual leave