Event Planner

Role Overview

JLL is seeking a detail-oriented and creative Event Planner to join the community engagement team at a prestigious mixed-use compound in Riyadh, Saudi Arabia. This role is crucial in translating community engagement strategy into exceptional on-ground experiences that delight residents and strengthen community bonds.

Company Overview

JLL is a leading global provider of real estate and investment management services. The organization empowers employees to shape the future of real estate by combining world-class services, advisory, and technology for clients. JLL is committed to hiring talented people and empowering them to build meaningful careers.

Role Purpose

The Event Planner is responsible for end-to-end planning and coordination of compound events, from initial concept development through post-event evaluation. The role combines strong organizational skills with creative flair, cultural awareness, and the ability to deliver event visions to life within budget and timeline constraints.

Key Responsibilities

Strategic Planning and Concept Development

• Translate strategic community engagement objectives into detailed event plans and concepts.
• Develop comprehensive event proposals including themes, activities, layouts, timelines, and budget estimates.
• Create detailed run-of-show documents, floor plans, and production schedules for all events.
• Design culturally appropriate and family-friendly event experiences suitable for diverse resident demographics.
• Ensure all event concepts align with compound brand standards and community values.
• Plan seasonal celebrations including Eid festivals, National Day, Ramadan activities, and Back-to-School events.
• Develop contingency plans for weather-related or other unforeseen circumstances.

Vendor Management

• Source, evaluate, and select vendors including caterers, entertainers, decorators, equipment suppliers, and service providers.
• Negotiate contracts and service agreements ensuring competitive pricing and quality standards.
• Manage vendor relationships and serve as primary point of contact during event preparation and execution.
• Conduct site visits and vendor briefings to ensure understanding of requirements and expectations.
• Oversee vendor setup, operations, and breakdown during events.
• Evaluate vendor performance post-event and maintain preferred vendor database.

Logistics and Operations

• Coordinate all logistical elements including venue setup, furniture, audio-visual equipment, décor, signage, and materials.
• Oversee event setup and conduct final walk-throughs before events commence.
• Serve as on-site event lead during execution, managing timeline and troubleshooting issues.

Budget and Financial Management

• Prepare detailed event budgets with line-item breakdowns for management approval.
• Track event expenses in real-time and maintain accurate financial records.
• Identify cost-saving opportunities without compromising quality or resident experience.
• Prepare post-event financial reconciliations and variance reports.

Compliance and Documentation

• Arrange necessary permits, approvals, and insurance requirements from compound management and external authorities.
• Ensure all events comply with Saudi regulations, cultural guidelines, and compound policies.
• Maintain proper documentation including permits, insurance certificates, and safety plans.

Stakeholder Coordination and Communication

• Collaborate with marketing team to develop event promotional materials and campaigns.
• Coordinate with diverse stakeholders including residents, vendors, event agencies, internal departments, security, facilities, and community partners.
• Demonstrate excellent communication skills in English (written and verbal) and strong interpersonal abilities.

Evaluation and Reporting

• Conduct post-event evaluations including resident feedback collection and analysis.
• Prepare comprehensive event reports documenting outcomes, attendance, budget performance, and lessons learned.

Qualifications & Experience

• Bachelor's degree in Event Management, Hospitality, Marketing, or related field.
• Minimum 5 to 7 years of event planning experience.
• Minimum 3 years of experience in Saudi Arabia or GCC countries.
• Proven experience planning and executing community events, festivals, and family activities in Saudi Arabia or similar cultural contexts.
• Track record managing events ranging from intimate gatherings (50 to 100 people) to large-scale community festivals (500+ attendees).
• Experience working with Saudi vendors, suppliers, and service providers.
• Knowledge of Saudi permit requirements and regulatory compliance for events.
• Experience managing event budgets ranging from small-scale to large-scale events across various budget tiers.
• Demonstrated ability to manage multiple events simultaneously while maintaining attention to detail.
• Experience with both indoor and outdoor event setups in compound or community settings.

Skills & Competencies

• Event planning and project management.
• Vendor management and negotiation.
• Budget management and financial tracking.
• Cultural awareness and sensitivity.
• Problem-solving and decision-making under pressure.
• Proficiency in Microsoft Office including Excel for budgets, PowerPoint for proposals, and Word for documentation.
• Experience with event management software such as Eventbrite, Cvent, or similar platforms.
• Knowledge of event design software (preferred but not required).
• Excellent communication skills in English (Arabic conversational ability is a plus).
• Strong organizational skills with meticulous attention to detail.
• Creative mindset with ability to develop engaging event concepts.
• Flexibility and adaptability in fast-paced, changing environments.
• Ability to work independently and as part of a collaborative team.

Additional Information

• Location: On-site in Riyadh, Saudi Arabia.
• Experience planning family-oriented and community events is required.
• The candidate will be required to perform all functions and responsibilities of the role, which may not always be expressly mentioned in the contract but would be deemed necessary for the proper performance of services and carrying out of activities for the effective and efficient management of the property in accordance with good industry protocols and any applicable best international standards and codes of practice.