Director of Special Events and Protocol – Expat

This position will report directly to the Chief Communications Officer

Position Summary: The Director of Special Events and Protocol is responsible for developing and implementing strategies related to event management and protocol. They ensure the application of best practices in event organization and protocol management across the university’s procedures. This role oversees the creation of procedures for all events and special events protocols on the AUIB premises.

Areas of Accountabilities: Main Activities

• Develop and implement strategies related to the management of events and special events protocol.
• Ensures that the best practices for event organization and protocol management are implemented.
• Develop and implement procedures related to events and special events protocols.
• Manage strategic relationships with event sponsors, third-party providers, speakers, and/or external participants.
• Manage the relationship with all dignitaries and VIPs during special events requiring protocol procedures.
• Responsible for all risks related to the events and should make sure that risk assessment is well conducted and risk management is satisfactory.
• Propose concepts for new innovative event concepts to enhance the positioning of AUIB.

Job Requirements:

A: Educational Qualifications:

• Bachelor’s degree in Marketing, Communications, or Business

B: Minimum Experience:

• Minimum of 8 years of experience in project management, strategic planning, or a related leadership role.
• Strong organizational and project management skills.
• Excellent interpersonal and communication abilities
• Creative thinking and problem-solving skills.
• Proficiency in event management software and tools.
• Experience in working with diverse stakeholders and managing cross-functional Teams.
• Familiarity with etiquette, protocol, and cultural considerations.
• Ability to work under pressure and manage events simultaneously.

C: Competencies (Knowledge, Skills & Abilities):

1. Event Planning and Execution: Significant experience in planning and organizing a wide range of events, such as academic conferences, commencement ceremonies, seminars, workshops, fundraising events, alumni reunions, and more.

2. Protocol and Etiquette: Strong understanding of formal protocols, diplomatic etiquette, and cultural sensitivities, especially important for university events involving dignitaries, government officials, international guests, and other prominent individuals.

3. Project Management: Ability to manage complex projects, coordinate logistics, and handle multiple tasks simultaneously to ensure events run smoothly from conception to completion.

4. Stakeholder Collaboration: Skill in collaborating with various stakeholders, including faculty, staff, students, alumni, donors, external partners, and VIPs, to ensure events align with the university’s goals and meet their expectations.

5. Budgeting and Financial Management: Experience in creating and managing event budgets, negotiating contracts with vendors, and ensuring cost-effective solutions while maintaining high event quality.

6. Marketing and Promotion: Knowledge of event promotion and marketing strategies to attract attendees, including utilizing social media, traditional marketing methods, and leveraging university communication channels.

7. Logistics and Operations: Proficiency in managing logistical aspects of events, such as venue selection, catering, transportation, audiovisual equipment, decorations, and security arrangements.

8. Crisis Management: Ability to handle unexpected situations and emergencies during events, making quick decisions to ensure safety and the smooth continuation of the program.

9. Relationship Building: Strong interpersonal skills to build and maintain relationships with external partners, donors, alumni, and other stakeholders to foster continued support for university events.

10. Data Analysis: Skill in gathering and analyzing data related to event outcomes, attendee feedback, and other metrics to evaluate the success of events and make improvements for future planning.

11. Team Leadership: Experience in managing event staff and volunteers, providing clear direction, and ensuring a cohesive team effort to deliver successful events.

12. Cultural Awareness: Sensitivity to cultural and diversity considerations, especially in a university setting that may have a diverse student body and international participants.

13. Technology Proficiency: Familiarity with event management software, registration platforms, virtual event tools, and other relevant technology to enhance event planning and execution.

14. Adaptability: The ability to adapt to changing circumstances, evolving trends in event management, and the unique dynamics of a university environment.

Application Requirements:

To be considered for any role at the American University of Iraq—Baghdad (AUIB), applicants are required to submit the following documents:

1. Cover letter: Detail how your skills and experience align with the specific requirements of the position you are applying for.
2. Resume/Curriculum Vitae (CV) Provide an up-to-date resume or CV.
3. Identification: A valid national ID or passport is required for the application process.

Please note: Applications missing any of these components will not be considered.

Candidates Shortlisted for an Interview:

If you are shortlisted for an interview, you will need to provide additional documentation:

• Educational transcripts and certifications (must be translated into English).
• References: Provide contact details for three references who have either worked with you or supervised your work.

We look forward to receiving your complete applications and appreciate your interest in joining our dynamic team at AUIB.

*Important Notice: Passports are required for visa/work permit processing for selected finalists if invited for an on-campus visit and employment at AUIB.

Questions or concerns about the recruitment process should be directed to jobs@auib.edu.iq