Meeting & Events Coordinator

Overview

Coordinate and manage global meetings and events effectively.

You have:

• Degree in business or travel related experience
• Three to five years of relevant work experience in event coordination
• Strong attention to detail and follow-through
• Experience dealing well and calmly under pressure and being pro-active
• Fluent in English (writing, reading and speaking)
• Willing to work flexible hours

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

*Please submit your CV in English*

JOB PURPOSE

The newly created role of Meetings & Events Coordinator will be responsible for identifying venues for global meetings and working with the Executive Administrators to ensure contract terms are appropriate for WV events. Advisory to other global internal events will be extended as required. The successful applicant is highly collaborative, a self-starter, possesses advanced interpersonal and organisational skills, and welcomes diverse backgrounds and perspectives.

KEY RESPONSIBILITIES

Venue Sourcing:

• Partner with RO/NO and SO’s to identify existing contracts with venues (hotels and in-house conference rooms) that are appropriate for WV meetings and events.
• Identify locations across each region that can be supported locally if necessary and clarify cost of local support.
• Review venue agreements to understand terms/conditions, Daily Delegate Rates, Room charges and inclusions.
• Publish/communicate to event hosts the approved venue list annually
• Work with Global Supply Chain where needed to ensure venue options are in catalogue (Happy Path)

Event Coordination/Collaboration:

• Working with hosts, ensure that final participant list is submitted to Staff Safety/Resilience team prior to participant travel.
• Working with Senior Director, Global Field Ops, monitor “pre-approved/planned” meetings against “actual” meetings to assist in budget planning and execution

Performance Evaluation of Service Providers:

• Create platform for hosts to provide feedback on each venue against a set of pre-defined evaluation criteria.
• Annually review existing venues and either add new or drop existing based on performance.

Communication support:

• Create various communication templates that can be used by hosts in planning/executing global meetings, including but not limited to:
  • Visa invitation letters
  • Welcome packs
  • Meeting reminders
  • MS Teams workspace

KNOWLEDGE, SKILLS & EXPERIENCE

• Degree in business or travel related experience
• Three to five years of relevant work experience in event coordination
• Evidence of strong attention to detail and follow-through
• Experience dealing well and calmly under pressure and being pro-active
• Must be highly relational
• Travel industry experience a plus, but not required
• Strong emotional intelligence with advanced interpersonal skills and the ability to communicate and collaborate effectively and diplomatically with staff, vendors and field/regional offices.
• Excellent written and verbal communication skills
• Team player, but also able to work independently as a self-starter
• Agility and flexibility
• Fluent in English (writing, reading and speaking). Secondary language a plus, but not required.
• Willing to work flexible hours

Preferred Experience, Knowledge and/or other Qualifications

• Non-profit experience
• Understanding of World Vision Mission and Values
• High level of cultural sensitivity
• Proficient in use of technology and tools

Applicant Types Accepted:

Local Applicants Only

Apply now

Potential interview questions

Added 1 year ago - Updated 11 months ago - Source: wvi.org