Event Pipeline Executive

Event Pipeline Management

●    Maintain a live event pipeline tracker in Zoho CRM — all upcoming GEC events, target delegate counts, current confirmation counts, days to event

●    For each event, build and manage the 3x target delegate list (if target is 50, list is 150) from the CIO database with Research Analyst support

●    Set up event invitation sequences in Brevo — save-the-date, formal invitation, reminder cadence

●    Track RSVP status in real time; produce weekly event pipeline status report for CSC Head and Dubai Events team

●    Manage the Event Pipeline Agent outputs — review automated sequence performance; override or escalate where needed

Attendee Communication

●    Manage all attendee-facing communications post-RSVP: logistics pack, agenda, hotel block details, travel information

●    Create and manage a WhatsApp group for confirmed attendees (T-7 days before event); send daily updates in the 48 hours before event

●    Manage the T-3 day reminder sequence; confirm final headcount with Dubai Events team

●    Coordinate name badge production, seating arrangements, and registration desk preparation with Dubai Events team

Speaker & VIP Coordination

●    Support the CIO Relationship Manager with speaker logistics — travel, hotel, AV requirements, session briefing documents

●    Manage speaker confirmation process: session brief sent T-30 days; presentation/bio collected T-14 days; final AV check T-3 days

●    Coordinate with event sponsors on delegate attendance commitments and branding deliverables checklist

Post-Event

●    Compile final attendance report: confirmed vs. showed up, no-shows, last-minute additions; submitted to Dubai Events team within 24 hours

●    Trigger post-event survey sequence via Brevo; compile NPS and feedback results within 5 days

●    Flag high-engagement attendees to CIO Relationship Manager and GEC Digital Ops Executive for follow-up

Requirements

Must-Have

●    2–4 years of experience in event coordination, operations management, or project management

●    Exceptional organisational skills — can manage 5–8 concurrent event timelines without confusion

●    Strong written English — attendee communications reflect GEC's premium brand

●    Proficiency with email marketing tools (Brevo, Mailchimp, or similar) for sequence management

●    CRM experience — able to manage pipelines, update records, and run reports in Zoho CRM or similar

●    WhatsApp Business and basic digital communication tools proficiency

Strongly Preferred

●    Prior experience in B2B events, conference management, or hospitality management

●    Experience managing C-level or VIP attendee communication

●    Familiarity with event registration platforms