Enhances organizational capacity by overseeing essential tasks, ensuring alignment with overarching goals, and fostering efficient workflows. Drives productivity through strategic planning, coordinated efforts, and consistent performance evaluation. Promotes collaboration across departments, cultivates stakeholder engagement, and upholds high standards of professionalism. Requires proficiency in analytical reasoning, problem-solving, and adaptability to evolving priorities. Ideal candidates possess strong communication skills, leadership acumen, and a commitment to continuous improvement.
The Meetings & Events Officer will assist in organizing, coordinating, and executing meetings and events at OSF’s global office locations as well as external venues. This position will enhance consistency in event processes, policies, tools, and recommended approaches across the organization, providing colleagues with well-defined guidance and hands-on assistance throughout every stage of the event lifecycle.
The Meetings & Events Officer will collaborate with internal event coordinators, Global Operations teams, and external partners to deliver expert logistical and operational assistance for critical and multifaceted events. This position demands robust planning capabilities, sound decision-making, cross-cultural competence, and the capacity to maintain composure, take initiative, and prioritize solutions within dynamic event settings.
Key duties involve overseeing project execution to ensure alignment with strategic objectives, managing cross-functional teams to foster collaboration, and implementing systems to track progress and performance metrics. Responsibilities extend to identifying process improvements, mitigating risks, and maintaining compliance with organizational policies and industry regulations. Additionally, the role requires developing and delivering presentations to senior leadership, mentoring junior staff, and liaising with external stakeholders to build and sustain key partnerships. Proficiency in data analysis tools and project management software is essential, along with strong communication and leadership capabilities.
Provide assistance in the comprehensive planning and coordination of organization-wide events to ensure seamless execution and alignment with strategic objectives.
Acquire comprehensive knowledge of OSF-hosted and OSF-attended meetings and events.
Develop and enhance the meetings and events support framework by establishing a comprehensive event lifecycle, defining efficient workflows, and implementing clear policies and guidelines. Additionally, delineate the roles and responsibilities of all relevant internal and external stakeholders to ensure seamless coordination and execution.
Offer comprehensive, sequential direction to event organizers regarding event planning and execution, ensuring alignment with the established support framework; when assistance falls outside the defined scope, escalate the request to the relevant stakeholders with professionalism, tact, and adherence to integrity.
Through ongoing collaboration with meeting and event organizers, refine and enhance the support framework for meetings and events while remaining responsive to the evolving demands of the organization.
We provide instruction and support regarding event tools and organizational policies to ensure proper usage and compliance.
Guide event organizers in understanding and utilizing pertinent event tools and policies, which may be administered by external vendors or other internal colleagues.
Deliver ongoing training sessions to event organizers covering essential principles of event design, operational workflows, necessary tools, and regulatory compliance.
Maintain a well-organized collection of supporting materials for the meetings and events support framework, ensuring they are easily accessible and distributed to event organizers for seamless use.
Providing critical and intricate event support services, this role delivers high-priority assistance for complex events, ensuring seamless execution and problem resolution under demanding circumstances. The position demands a proactive approach, exceptional problem-solving skills, and the ability to manage multifaceted challenges efficiently. Responsibilities include coordinating with diverse stakeholders, addressing urgent issues, and maintaining operational excellence to uphold event integrity and client satisfaction.
Deliver direct, in-person operational assistance to high-priority and complex event logistics.
Collaborate effectively with event organizers and management firms to meticulously prepare for intricate events, while simultaneously liaising with a diverse range of internal and external stakeholders.
Exhibit resilience and composure in high-pressure scenarios to respond promptly and effectively to unforeseen challenges that may arise during events.
Orchestrate and facilitate vendor relationships for event-related services, ensuring seamless coordination and adherence to established standards. Provide ongoing support to vendors, addressing inquiries and resolving issues promptly to maintain operational efficiency and client satisfaction.
Build and maintain strong partnerships with hotels, event venues, and vendors across critical operational locations to ensure seamless collaboration and service delivery.
Develop and sustain global master service agreements with top-tier event planners and venues, spanning both international and region-specific or local partnerships.
Manage usage of global event providers including booking confirmation, payment processing, and performance evaluation.
Regularly evaluate the existing top external venues, accommodations, and other event vendors to ensure they continue to meet expectations, incorporating staff feedback regarding their performance and contributions to meetings and events.
We value strong cross-functional collaboration and a commitment to continuous improvement as essential components of our dynamic work environment. Candidates are expected to demonstrate an ability to work effectively with diverse teams across the organization, fostering open communication and shared accountability. Additionally, we seek individuals who proactively identify opportunities for enhancement, implement innovative solutions, and contribute to the ongoing refinement of our processes, systems, and overall performance. This approach ensures alignment with our strategic goals and drives sustainable growth.
Collaborate closely with cross-functional teams, including Global Operations, One Ops, event organizers, and programmatic staff, to ensure flawless event planning and execution while driving ongoing enhancements.
Engage collaboratively with facilitators, consultants, and external partners to enhance their experience and maximize their contributions to the success of OSF events.
Support the Global Associate Director in improving event workflows and policies by proactively identifying operational gaps and recommending enhancements.
The ideal candidate
Holds a high school diploma or equivalent qualification as a fundamental prerequisite for consideration.
A bachelor’s degree or commensurate professional experience is required.
The role demands significant hands-on experience in a related field, with a proven track record of success in positions that require similar skills and responsibilities. Candidates must demonstrate expertise in key areas pertinent to the position, including but not limited to specific technical proficiencies, problem-solving abilities, and collaborative teamwork. At least a specified number of years of professional experience is mandatory, along with relevant education or certifications, where applicable. Additionally, familiarity with industry-standard tools, methodologies, and best practices is essential to perform the duties effectively.
Proven expertise in orchestrating or facilitating end-to-end meetings, events, conferences, convening, or high-stakes stakeholder engagements is required.
Proven ability to manage numerous event-related workflows concurrently, including the development and execution of detailed timelines, coordination of logistics and stakeholder engagement, selection and oversight of venues and vendors, addressing participant requirements, and ensuring thorough follow-up procedures.
Proficiency in collaborating with external vendors, venues, hotels, event agencies, or service providers is required, encompassing tasks such as negotiation, contract support, booking coordination, and post-event performance evaluation.
Proven expertise in project coordination, adeptly balancing multiple priorities, strict deadlines, and evolving project requirements.
Strong stakeholder management capabilities are essential, requiring the skill to lead internal event planners through established processes, policies, and the practical aspects of event execution.
Maintains composure, focuses on solutions, and upholds professionalism even in high-pressure or live-event scenarios.
Excellent diligence in ensuring thorough documentation, consistent tracking of tasks, and strict adherence to established processes is required.
Demonstrates flexibility and readiness to undertake domestic or international travel for critical or multifaceted assignments as the situation demands.
Proficient command of English and fluency in the office’s local language are essential for this role.
Highly valued is prior experience demonstrating proficiency in areas closely aligned with the responsibilities of this role. Familiarity with key methodologies, relevant industry tools, and established best practices is particularly beneficial. Candidates with hands-on experience in similar environments or projects are strongly encouraged to apply.
Proficiency in working within international, regional, nonprofit, foundation, philanthropic, development, or mission-driven organizations is essential.
Developed expertise in collaborating with professional event management firms.
Proficiency with event management platforms or software solutions, including Stove, TROOP, registration systems, travel and event logistics tools, or comparable technologies, is required.
Skilled in developing comprehensive event guidance documents, streamlined workflows, detailed checklists, standardized templates, and informative knowledge resources.
We seek a candidate with demonstrated experience in providing support for events that involve accessibility needs, safeguarding measures, security protocols, formal procedures, or handling sensitive participant concerns.
Fluency in French or demonstrated working proficiency is required, particularly for positions stationed in Dakar or those involving support for West Africa coverage.
Proficient communication skills in both written and verbal English are required, along with fluency in one or more additional languages. Candidates must possess at least three years of relevant professional experience in language-related roles. The position involves translating documents, proofreading content, and ensuring linguistic accuracy in multilingual projects. Strong attention to detail and the ability to meet tight deadlines are essential. Collaboration with global teams to maintain consistency across translations is also expected.
Fluency in both English and the official language of the office location is required.
Seeking a dynamic professional to undertake travel-related duties, ensuring seamless coordination of itineraries, accommodations, and transportation. The role involves managing schedules, securing bookings, and addressing any logistical challenges that may arise. Strong organizational skills, attention to detail, and proficiency in travel planning tools are essential. Flexibility to adapt to changing circumstances and the ability to multitask in a fast-paced environment are required. Prior experience in travel coordination or a related field is preferred.
Frequent travel is a requirement of this position, with the extent of travel obligations varying based on specific role demands.
Responsible for demonstrating expertise in functional competencies pertinent to the role, ensuring alignment with organizational objectives. Applies specialized knowledge and skills to deliver results that support key business functions. Demonstrates proficiency in critical areas such as process improvement, problem-solving, and stakeholder collaboration. Maintains a strong understanding of industry best practices and regulatory requirements to enhance operational efficiency. Contributes to cross-functional initiatives by leveraging functional competencies to drive performance and innovation. Actively seeks opportunities for professional development to stay current with evolving functional standards and methodologies.
We specialize in orchestrating and managing events, ensuring seamless execution from inception to completion. This role demands meticulous attention to detail, strong organizational prowess, and the ability to multitask under tight deadlines. Key responsibilities include conceptualizing event themes, securing venues, coordinating vendors, managing budgets, and overseeing logistics to deliver flawless experiences. Proficiency in project management tools, exceptional communication skills, and a keen eye for problem-solving are essential. Additionally, the ideal candidate must possess a proven track record in event planning, adaptability to evolving requirements, and a commitment to exceeding client expectations.
Skilled in managing and organizing multiple meetings and events concurrently, both within office settings and at external locations.
Demonstrates exceptional precision and foresight in identifying logistical necessities, potential risks, dependencies, and participant-specific needs.
Skilled in overseeing stringent deadlines, adapting to evolving priorities, and coordinating multiple concurrent event initiatives with ease.
Skilled in fostering clear, effective communication and providing strategic guidance to stakeholders ensures alignment and drives project success.
Skilled in fostering clear, diplomatic communication, adept at cultivating strong working relationships across all organizational levels.
Proficient in guiding event organizers through workflows, policies, tools, and intricate procedures with clarity and precision.
Capable of upholding the organization’s reputation through interactions with vendors, venue managers, facilitators, consultants, and event collaborators.
Proficient in evaluating events, ensuring accurate and fair judgments through meticulous analysis and decisive problem-solving. Adept at identifying key issues, assessing outcomes, and delivering thoughtful resolutions to uphold event integrity and participant satisfaction. Strong analytical skills are essential to navigate complex scenarios and maintain high standards of performance.
Proficient in rapidly diagnosing and resolving issues that arise during both pre-event preparations and live event execution.
Possesses a proactive problem-solving approach when addressing challenges involving vendors, participants, logistics, or stakeholders.
Exercises discernment and poise when navigating intricate, delicate, or highly pressurized event scenarios.
We are seeking a skilled professional to oversee the procurement, coordination, and relationship management with vendors, venues, and external partners. This role involves negotiating contracts, ensuring service delivery meets established standards, and maintaining seamless collaboration across all external stakeholders. The ideal candidate will possess strong communication skills, a keen eye for detail, and the ability to manage multiple priorities in a fast-paced environment. Responsibilities include evaluating vendor performance, resolving disputes, and fostering long-term partnerships to enhance operational efficiency and client satisfaction.
Adept at cultivating strong, mutually beneficial partnerships with hotels, event venues, agencies, and external service providers.
Capable of facilitating negotiations, managing bookings, executing contracts, coordinating services, and monitoring vendor performance.
Skilled in managing relationships with external stakeholders to execute high-stakes, multifaceted, or time-sensitive events with confidence and precision.
Demonstrates strong technical proficiency and a meticulous focus on process-driven methodologies.
Proficient in adapting to and utilizing event-related software solutions, such as registration platforms, TROOP, notification systems, or comparable tools.
Capable of adhering to established workflows and supporting colleagues in their consistent application.
Proficient in creating, organizing, and updating documentation for event processes, including guidance materials, checklists, and knowledge resources.
We are responsible for driving ongoing enhancements and optimizing operational processes to foster efficiency and productivity. This role focuses on identifying opportunities for improvement, implementing innovative solutions, and refining workflows to achieve organizational objectives. Key responsibilities include analyzing current processes, measuring performance metrics, and collaborating with cross-functional teams to execute impactful changes that elevate overall performance and streamline operations.
Seeks to enhance event workflows, processes, procedures, tools, and related supporting materials.
Actively seeks feedback and provides innovative suggestions to enhance event operations.
Facilitates the establishment of uniform practices and shared benchmarks across international teams.
Demonstrates proficiency in critical competencies essential for achieving professional excellence, fostering collaboration, and delivering outstanding results within a dynamic work environment. Exhibits strong interpersonal skills, enabling effective communication and relationship-building across diverse teams and stakeholders. Shows adaptability and resilience in navigating challenges, while maintaining a solution-oriented mindset to drive continuous improvement. Displays a commitment to ethical conduct, integrity, and accountability in all professional interactions. Balances technical expertise with strategic thinking to optimize performance and align with organizational objectives. Embraces a growth-oriented approach, actively seeking opportunities for learning and development to enhance personal and professional capabilities.
In high-pressure environments, professionals must demonstrate resilience and composure to navigate dynamic situations effectively. The ability to remain steady and responsive amid challenges is crucial for maintaining productivity and fostering a constructive team atmosphere. Employers value candidates who exhibit emotional steadiness and the capacity to adjust strategies swiftly when required.
Thrives in dynamic, fast-paced settings and adeptly handles occasional high-pressure situations.
Demonstrates steadiness and professionalism when managing intricate situations involving numerous dynamic components.
Efficiently adapts plans in response to changing event requirements, evolving stakeholder demands, or emerging risks.
Cultivating cultural awareness and fostering effective international partnerships are essential components of this role. The position requires the ability to navigate diverse cultural contexts with sensitivity and adaptability, ensuring seamless collaboration across global teams. Demonstrated experience in cross-cultural communication, conflict resolution, and inclusive leadership is highly valued, as is a commitment to promoting equity and understanding in diverse work environments.
Experienced working with international colleagues and culturally diverse event participants.
Sensitive to global contexts, time zones, languages, accessibility needs, and cultural norms.
Proficient in fostering respectful and effective cross-cultural communication, demonstrating cultural sensitivity and adaptability in diverse interactions.
Professionalism, discretion, and integrity are essential qualities for this position. Candidates must demonstrate a strong commitment to upholding these principles in all aspects of their work. The role requires handling sensitive information with care and maintaining the highest ethical standards at all times. A steadfast adherence to these values ensures trust, reliability, and respect in both internal and external interactions.
Ensures the secure and proper management of confidential or sensitive information in accordance with established protocols.
Upholds the organization’s core values consistently across all internal and external engagements.
Reliability, maturity, ethical conduct, and sound judgment are consistently demonstrated.
Demonstrates proactive ownership by taking initiative and driving projects forward with minimal supervision, ensuring accountability for outcomes and fostering innovation through independent problem-solving.
Takes proactive steps to address tasks and challenges without requiring explicit guidance.
Proactively identifies and addresses potential needs in advance, particularly for high-priority or executive-level events, ensuring seamless execution and heightened preparedness.
Demonstrates accountability by consistently honoring commitments and proactively identifying and communicating potential risks to ensure timely support or critical decisions.
Service Orientation
Delivers a pragmatic, results-driven, and solution-oriented approach to assisting event organizers and team members alike.
Maintains a harmonious blend of responsiveness and structured process adherence while establishing and respecting clear boundaries.
Establishes credibility by consistently demonstrating dependability, clarity, and composure amid challenging circumstances.
Proficient communication skills in multiple languages are required to effectively engage with diverse stakeholders. Fluency in at least two of English, Spanish, French, German, or Mandarin is essential, with additional languages considered advantageous. The role demands the ability to interpret, translate, and convey complex information accurately between languages and cultures. Candidates must possess strong written and verbal proficiency to support cross-border collaboration, negotiations, and documentation. Prior experience in a multicultural or international environment is strongly preferred.
Proficient in both the local language of the assigned location and English, with a strong command of both written and verbal communication.
Proficiency in French is highly advantageous, especially for positions involving collaboration with Francophone stakeholders, vendors, or event attendees.
What we offer
Exceptional prospects for professional growth and meaningful contributions await, including a substantial annual allowance dedicated to employee development, along with onsite training sessions and insightful discussions led by visiting specialists.
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The position offers a robust benefits package and a variety of perks designed to enhance overall well-being and foster a harmonious work-life balance, such as:
You’ll enjoy ample paid time off and adaptable work schedules to support your well-being and work-life balance.
Staff are expected to work on-site at an Open Society office for at least half of their monthly working days.
Comprehensive health insurance and dental coverage are provided at no cost to the employee, encompassing both individual and family plans.
Renowned for its robust retirement savings program, which employees need not fund, alongside comprehensive life insurance coverage, the position offers substantial financial security benefits.
Progressive parental leave policies, comprehensive reproductive health and family planning resources, and a range of additional benefits are included.
A dedication to fostering an equitable and welcoming professional environment, enabling you to contribute authentically while driving meaningful change.
Qualifications
BA/BSc/HND , Professional Certificate
