Invitation & Registration Coordinator

Immediate start through end of March 2027Riyadh-basedRole Overview We are seeking a bilingual (Arabic & English) Invitation & Registration Coordinator to support the coordination and delivery of speaker engagement activities for a large-scale event, including management of the system-generated speaker invitation process, VIP and guest coordination, and related operational activities. The role will support end-to-end coordination across invitation dispatch, speaker communications, and stakeholder liaison to ensure a seamless speaker experience and smooth event delivery.The Invitation & Registration Coordinator will work closely with the project stakeholders to manage the invitation lifecycle, maintain accurate speaker records, and coordinate directly with ministers, VIPs, senior executives, and other high-profile individuals. This role requires a highly organised and technically proficient individual who can manage multiple priorities in a fast-paced event environment.Key Responsibilities:Speaker Invitations & Systems CoordinationManage the system-generated speaker invitation process end-to-end, issuing invitations, tracking delivery and response status, and triggering timely reminders and follow-upsMonitor the invitation/registration platform for issues (failed sends, data errors, duplicate records) and troubleshoot or escalate technical faults as neededMaintain accurate, up-to-date speaker records in the system/database, including confirmation status, biographical details, and session assignmentsVIP & Stakeholder CoordinationAct as the coordination point between speakers and internal teams, vendors, and operational stakeholdersManage communication and coordination with VIPs, senior executives, government officials, and other high-profile individuals with discretion and protocol awarenessSupport smooth communication between technical, operational, and client-facing teamsCommunication & CorrespondenceDraft, localise, and manage bilingual (Arabic/English) correspondence, invitations, confirmations, reminders, and general speaker communicationRespond promptly and professionally to speaker queries, resolving issues or redirecting them to the appropriate stakeholderMaintain professionalism and responsiveness across all communicationsReporting & AdministrationPrepare and maintain trackers, status reports, and documentation on invitation progress and confirmations for stakeholdersMonitor timelines and escalate risks, blockers, or delays where requiredEvent & Operational Support:Assist with coordination during testing phases, platform launches, and live event operationsSupport onsite speaker coordination and troubleshooting during event daysSupport issue tracking and follow-up with internal teams, vendors, and stakeholdersRequired Skills & CompetenciesFluent in English and Arabic, with excellent written and verbal communication skillsProven experience in speaker coordination, VIP guest management, or event coordination, preferably within large-scale events or conferences2–3 years' experience working with VIPs, senior executives, government officials, and other high-profile individualsStrong technical proficiency, with the ability to work confidently with registration platforms, digital invitation tools, and event management systemsExperience managing system-generated invitations, confirmations, registration links, and speaker informationStrong stakeholder coordination and communication skills, with the ability to work effectively across multiple teamsExcellent organisation, follow-up, time management, and attention to detailStrong problem-solving skills and a proactive approach to resolving issues and handling last-minute changesProficiency in Microsoft Office, particularly Excel, Outlook, PowerPoint, and TeamsAbility to work effectively in a fast-paced, deadline-driven environment while maintaining professionalism and confidentialityPreferred Skills:Experience with event technology, registration platforms, or guest management systemsFamiliarity with operational planning and live event environmentsExperience coordinating vendors, temporary staffing, or cross-functional teamsCultural sensitivity and strong cross-cultural communication skills