aramco
Business Assistant - Event Planner
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Aramco Europe
Aramco is one of the world's largest integrated energy and chemicals companies. Aramco Europe is headquartered in The Hague with offices across the continent. For over 60 years we have supported Aramco with a wide range of activities from facilitating safe and reliable delivery of energy to customers around the globe to pushing for breakthroughs in research and innovation.
Our services include in-depth technology advice and support in established and emerging sectors of oil, gas and energy, as well as finance, HR, legal, PR and communications. We work with the very best industry suppliers to drive our operations to secure our position as a world leader in energy and chemicals.
Role:
The Event Planner is responsible for the end-to-end planning, coordination, and delivery of events for CH14 students across the UK and Europe. Working within the Professional Development Unit, this role manages a diverse portfolio of social, academic, and volunteering events designed to support student engagement, development, and wellbeing throughout their studies.
Key Responsibilities
Event Planning & Delivery
- Lead the end-to-end planning and execution of social, academic, and volunteering events for CH14 students across the UK and Europe.
- Oversee all on-the-day event logistics and operations, ensuring seamless delivery and a high-quality student experience.
- Create and distribute event invitations and communications to students in a timely manner.
- Track and manage event attendance, maintaining accurate and up-to-date records.
- Maintain full ownership of the event planning tracker, ensuring it is kept accurate and up to date at all stages of the event lifecycle.
- Actively source and propose new event initiatives, concepts, and external partners to continuously develop and enhance the events programme.
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Vendor & Supplier Management
- Source and evaluate vendors and suppliers to meet event requirements.
- Manage the vendor onboarding process in line with internal procurement procedures.
- Lead all supplier negotiations to secure favourable terms and value for money.
- Attend relevant events industry forums and trade fairs to support vendor sourcing and maintain up-to-date knowledge of best practice in event planning.
Budget & Finance
- Raise and manage Purchase Orders (POs) in accordance with organisational policy.
- Monitor and track event budgets, ensuring spend remains within approved allocations.
- Maintain accurate financial records and provide budget updates as required.
Post-Event Evaluation
- Coordinate post-event feedback collection from students and stakeholders.
- Analyse feedback and attendance data to assess effectiveness and identify areas for improvement.
- Maintain post-event documentation and contribute to continuous improvement of the events programme.
- Compile and share a weekly highlights summary of upcoming and recent events with the wider team.
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Team Support & Cover
- Coordinate and manage team engagement activities, including birthdays, team lunches, and other celebratory events.
- In the absence of the Finance Advisor, take responsibility for processing payments that are event-related using the company credit card in accordance with relevant financial guidelines.
- Ad-hoc team projects.
Skills & Competencies
- Strong organisational and project management skills, with the ability to manage multiple events simultaneously.
- Effective negotiation and vendor management capabilities.
- Solid understanding of budget management and procurement processes.
- Excellent communication and interpersonal skills, with experience engaging diverse student or client groups.
- Proficient in event administration tools and Microsoft Office Suite.
- Proactive, detail-oriented, and able to work both independently and collaboratively.
Education & Experience
- Typically requires 1+ years of relevant professional experience.
- Bachelor’s degree in (preferred) Event Management, Hospitality Management, Business Administration, Marketing, Communications, or a related field.
- Excellent written and verbal English communication skills.
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