Logistics Executive

Company Description

Tahaluf is rewriting the events playbook. Its purpose is transformational, its DNA digital, and its ambition unprecedented. Tahaluf is scaling to further increase its lead as the largest B2B Live and On Demand Events organiser in Saudi Arabia: by SQM, Attendance, Colleagues and Revenue.

To scale at this pace requires impeccable local partners, and Tahaluf is proud to enjoy the support and partnership of several Government and Non-Government Organisations that are at the apex of Saudi’s B2B and B2C large scale events scene. In fact, our partners do not just support the expansion of live events in the Kingdom; they are also the partner of choice for heavyweights like Apple, Amazon and AliBaba.

Be part of something BIG! Building on the success of record-breaking tech event LEAP, the most attended tech event in the world, Tahaluf is making a huge impact on the global events sector. Tahaluf is bringing iconic Informa brands to the Kingdom of Saudi Arabia, including Cityscape Global, which celebrated record-breaking participation at its debut Saudi edition and award-winning cyber-security event Black Hat, as well as establishing Saudi-born brands, such as InFlavour, a not-to-be-missed meeting place for the global Food & Beverage industry.

Join our ambitious and highly committed team, who are not afraid to push boundaries and disrupt the status quo. Be ready to be thrown in at the deep end, taking on large-scale projects from day one, under the guidance of a supportive leadership team who will encourage your personal development and offer you new opportunities.

Job Description

We are building awe-inspiring experiences. We are launching award-winning brands. And we are scaling faster than any event organiser in history. Take a leap with Tahaluf, we are offering you the chance to:

• Work within a highly dynamic business with the energy and style of a start-up
• Be part of building a business that is launching new products and events at scale
• Grab an opportunity to accelerate your career and make a real impact.

The Role

Reporting into the Logistics Head, the Logistics Executive will be responsible for the delivery of our larger scale or complex events.

You will be required to travel to events to manage the day-to-day tasks of the team, efficiently and effectively.

Success will be aligned to the delivery of high-quality, cost-effective, and sustainable event experiences to agreed KPIs and achieving ongoing product improvement reflected in customer satisfaction and NPS scores.

• Key Responsibilities:

• Event Coordination:
  • Compile data and manage event logistics.
  • Contact speakers - send emails and serve as the point of contact for speaker onboarding.
  • Arrange passports, visa requirements, documentation, tickets, and hotel bookings.
  • Organize travel agency bookings as per specific dates and durations.
  • Confirm hotel stays, including how many nights and specific dates.
  • Arrange airport transfers and venue transfers.
  • Manage expectations of all stakeholders throughout the process.
• Data Management:
  • Conduct data entry in Excel.
  • Process visa requests in coordination with the admin team.
• Delegate Management:
  • Prepare delegate merchandise and event bags.
  • Arrange for badges and other event materials.
  • Ensure Tanfeethi arrangements are handled.

• Financial Oversight:

  • Process invoices and follow up as necessary.
• Event Execution:
  • Travel to events to manage day-to-day logistics, troubleshooting any problems on the day while keeping stakeholders updated.
  • Follow end-to-end process guidelines to ensure tasks are completed on time and to budget.
• Continuous Improvement:
  • Continually review processes and practices to identify obsolete workflows and tools with little customer value or ROI and provide feedback to the Operations Director.
• Cross-Functional Collaboration:
  • Work in partnership with digital delivery teams, vendors, and suppliers to deliver high-quality hybrid events.
  • Regular engagement and feedback with key internal and external stakeholders to build effective working relationships.
  • Attend all scheduled meetings with internal stakeholders such as marketing, digital specialists, sales, and the wider delivery community.
  • Follow a customer-first approach that provides efficient, effective, and value-added service to our vertical and brand teams.
  • Please note that this job description is not exhaustive and may include additional responsibilities as needed to meet the evolving needs of the organization

Qualifications

• Logistics experience in the B2B and/or B2C events industry and an established track record of successfully delivering world-class live events and experiences is necessary.
• Demonstrable experience of multi-platform delivery of live experiences and working with service providers of both physical and digital event products.
• A team player with the ability to operate at both strategic and operational levels.

Additional Information

*Please note this role is open to Saudi Nationals only*

Core Benefits:  

• Medical Insurance for individual and family
• Annual leave – 25 days or 28 days (for senior managers)
• Manager and above, School fees contribution, 40,000 SAR per child per year, up to a max of three children
• Wellbeing Benefits
• Remote working on Sundays
• Working anywhere – 1 month every year, or for senior managers and above, 2 months every year

Additional Benefits where the Saudi National is relocating within KSA Only*:  

• Paid flight to Riyadh (for you and your dependents) 
• Relocation costs to cover a hotel room – up to 30 days (single / family room), & Excess baggage allowance of up to SAR 1500 

*If eligible