Project Coordinator, Events

We are looking for a Project Coordinator, Events based in Dubai or Abu Dhabi. The role The Project Coordinator supports the M D event team across the full project lifecycle, with a focus on the four areas where details make or break a project: speaker operations, project trackers, meeting follow-up, and research. Working under the direction of program lead(s) and manager(s), this person keeps the speaker database current, runs the trackers that hold each project together, drives post-meeting follow-up so nothing falls through the cracks, and produces the research and briefing inputs that program leads build on. This is a contract role suited to someone with roughly 1-3 years of professional experience in events, communications, journalism, consulting, research, or executive support. The role offers significant exposure to senior client work and a clear path to growing into more program ownership over time. Compensation is negotiable based on experience. What you will doProject coordination & trackers Maintain the trackers that keep each project on the rails: speaker tracker, registration tracker, action and decision logs, asset checklist, and project calendar — keeping them current, accurate, and shareable as a single source of truth. Flag upcoming deadlines, dependencies, and gaps to program leads before they become problems. Schedule meetings, prepare agendas, send follow up meeting minutes, and coordinate meeting logistics across internal teams, clients, and vendors. Prepare and format client and project materials — decks, briefing documents, agendas, one-pagers — to a polished, client-ready standard. Maintain shared project files and folders with clear, intuitive organization. Handle confidential client, speaker, and project information with discretion. Research & briefing support Build speaker dossiers — backgrounds, recent work, public statements, affiliations, and points of view on relevant topics — to support program leads in outreach and briefing development. Produce organizational and stakeholder backgrounders on companies, agencies, NGOs, and policy actors relevant to client engagements. Run topical research scans — current affairs, business and policy trends, competitive landscapes — surfacing the most relevant angles, sources, and quotes for program leads. Verify contact details, titles, affiliations, and biographical information across all materials so client-facing documents are accurate. Contribute research inputs and supporting materials to briefing packets, run-of-show documents, and host/moderator scripts. Speaker operations Own day-to-day maintenance of the speaker and moderator database under the direction of program leads, including outreach status, response history, confirmations, and next steps. Collect, organize, and quality-check speaker assets — headshots, bios, video and presentation materials, social handles — ensuring compliance with A/V and client requirements. Manage the speaker registration tracker and inbound invitation requests in coordination with client and logistics leads. Assemble and format speaker briefing packets from program lead inputs, ensuring every speaker has what they need ahead of their session. Coordinate speaker travel, rehearsal scheduling, and pre-event logistics in partnership with program and production leads. Keep speakers and their teams informed in the lead-up to events: confirmations, logistics, dress code, run-of-show, day-of contacts. Correspondence & meeting follow-up Draft and route client, vendor, and speaker correspondence under the direction of program leads — invitations, confirmations, scheduling, logistics, thank-yous — ensuring timely, accurate, and professional communication. Sit in on client and stakeholder calls; capture clear notes covering decisions, next steps, owners, and dates. Drive post-meeting follow-up: send recaps to internal and client teams, route action items to owners, and chase outstanding responses until the loop is closed. Track inbound requests and outbound follow-ups across speakers, vendors, and partners so nothing falls through the cracks. Support program leads in keeping speakers, hosts, and partners informed and well-prepared at every stage of the project. Onsite & event support Travel to client events as required to support onsite logistics, registration, green room, and speaker handling. Help coordinate rehearsals, run-of-show distribution, and last-minute changes during event days. Support post-event wrap-up: thank-you communications, asset collection, and recap materials. What you bring Roughly 1-3 years of relevant experience in events, communications, journalism, research