Responsibilities
- Event Planning and Execution:
○ Lead the planning, execution, and oversight of all Organization events, including the Annual Organization Conference and all Organization Regional Forums.
○ Manage all logistics for the events, coordinating with external vendors, venues, and internal teams.○ Ensure seamless integration of event elements by collaborating closely with communications, partnerships, and host Institutions.
- Team and Stakeholder Collaboration:
○ Directly manage event coordination across multiple internal teams and external vendors.
○ Assign and track roles and responsibilities to team members to ensure smooth execution.○ Interface with Organization Leadership and external stakeholders to maintain relationships and ensure alignment with event objectives.
- Logistics and Operations Management:
○ Oversee venue selection, logistics, event scheduling, and day-to-day coordination.
○ Ensure accurate materials management, signage requirements, and physical deliveries.○ Conduct post-event evaluations and reporting on key outcomes and success metrics.
- Event Technology and Platform Management: ○ Design and manage technical workflows for events, ensuring smooth transitions and event management.
○ Troubleshoot and resolve technical issues related to event platforms (e.g., Cvent, Zoom, etc.).
○ Document and train internal teams on vendor applications and technical tools.
- Volunteer and Staff Management: ○ Recruit, train, and manage volunteers from Organization global network to support event operations.
○ Provide leadership during events, ensuring all logistical elements run efficiently.
- Project and Time Management: ○ Develop comprehensive event timelines and micro plans, detailing each stage of event preparation and delivery.
○ Coordinate all pre- and post-event activities to ensure consistent success across all initiatives.
○ Define project scope, objectives, and deliverables.
○ Monitor project progress and adapt as needed to ensure success.○ Ensure projects are completed on time and within budget.○ Identify potential risks in project plans and implement mitigation strategies to minimize disruptions.○ Skilled at managing change initiatives and guiding teams through transitions effectively.○ Optimize processes and identify new project opportunities.○ Implementing new and necessary technologies.○ Setting and monitoring work plans and performance metrics.
- Customer and Vendor Relations: ○ Maintain excellent working relationships with external vendors, partners, and clients, ensuring professional service and high-quality results.
○ Deliver outstanding customer service during events, resolving any challenges promptly.
Qualifications
EDUCATION: Bachelor’s degree or equivalent in Events Management, Project Management, or a related field.
Skills
- Expertise in event logistics, project management, and operations with a strong attention to detail.
- Excellent communication skills, both written and oral, with the ability to liaise across teams and stakeholders.
- Ability to manage multiple projects simultaneously in a fast-paced environment.
- Strong vendor management and negotiation skills.
- Proficiency in Microsoft Office; experience with event management software (Cvent, Zoom, etc.) is a plus.
- Exceptional problem-solving ability and proactive thinking.
- Flexibility and adaptability to handle diverse tasks and dynamic situations.
- Global mindset, with experience working on international platforms.
Travel:
Ability and willingness to travel to events both domestically and internationally as required.
Additional Attributes
- Strong leadership and team management abilities.
- Self-starter with a passion for innovation and continuous improvement in event execution.
- Professional, polished demeanour with an ability to represent Organization in global forums and professional networks.
Note:
This role will require both domestic and international travel, as well as the ability to work flexible hours based on event schedules across multiple time zones.This position offers an exciting opportunity to contribute to the growth of the Organization and make a tangible impact in global education. The successful candidate will play a pivotal role in the success of Organization events and initiatives, driving both operational excellence and meaningful connections within the global educational community.Skills: management,events,operations,project,vendors,leadership,travel,abroad,international,vendor management,client relationship,event head,event manager,logistic support,cvent,zoom,hubspot
