Hybrid Events Specialist bei International Baccalaureate

Key Responsibilities:

Event Planning and Management

• Executes the pre-planning and delivery of events which can encompass face to face, online, and virtual delivery modes for both scheduled and school requested events.

• Manage logistic planning and monitor budgeting for each event to the agreed KPIs and quality assurance scores.

• Develop comprehensive communication plans articulating expectations, logistics, and deadlines with key stakeholders such as workshop leaders, venue liaison, participants, exhibitors, and staff.

• Continuous oversight of assigned event venue capacities and proactively collaborating with the Logistics Manager on workshop offerings (i.e. cancelling low enrolment sessions, combining categories, opening of additional sessions); resulting in effective learning environments while maximizing revenue.

Financial Management

• Monitor compliance of contract terms and procurement process.

• Under direction from the Logistics Manager, secure third-party vendors contracts, including hotels, to minimize event costs while still meeting high standards of quality, as measured by IB quality assurance framework.

• Collaborate with the procurement finance team to set up new vendors and oversee the review, coding and processing of invoices.

Travel and Hotel Management

• Collaboration with the Educator Support Specialist to ensure logistics for workshop leaders, field reps as well as office staff (if needed) have accurate travel arrangements.

Event Quality Assurance Management

• Produce post event report outlining successes and areas of improvement covering areas of venue, workshop leaders, event communications, participant experience, etc.

• Submit IBEN issues, if applicable, through on-line form to trigger volunteer performance management process.

Special Project Execution

• On an as needed basis, participation in special projects or strategic initatives which support the Global PDD business as assigned by the Logistics Manager.

• Additional meetings and events may require assistance such as IBEN trainings, etc.

About You

• Bachelors’ degree preferred.

• Experience in event planning, delivery, negotiations.

• Strong understanding and/or interest in the international education market for the region.

• Demonstrated experience with financial reporting and budgeting.

• Excellent written and oral communication skills.

• Organizational and procedural skills - ability to maintain accuracy and provide correct information.

• Ability to handle multiple concurrent projects/events through to completion.

• Experience with Salesforce or other CRMs is a plus.

The candidate should also preferably be willing to travel for work, have a customer service-oriented mindset, adapt to a fast-paced environment and able to work in a functional structure where teamwork is essential for success.

The successful candidate will be offered a contract till February 2026.