To fulfill the core purpose of this position, the role is designed to achieve [specific objectives or goals], ensuring alignment with the organization’s strategic direction. The incumbent will be responsible for [key responsibilities], driving [specific outcomes or initiatives], and collaborating with cross-functional teams to enhance operational efficiency and effectiveness. This position demands a candidate with [required qualifications, skills, or experience], who can demonstrate proficiency in [specific tools, methodologies, or areas of expertise]. Additionally, the role requires strong analytical abilities, exceptional communication skills, and a proactive approach to problem-solving to meet evolving business challenges.
The Meetings & Events Officer will assist in organizing, managing, and executing meetings and events across OSF’s international office sites and external venues. This position will enhance consistency in event-related processes, guidelines, policies, tools, and recommended approaches across the organization, ensuring staff receive comprehensive direction and hands-on assistance throughout every stage of event planning and execution.
The Meetings & Events Officer will collaborate with internal event planners, Global Operations teams, and external partners to deliver expert logistical and operational assistance for high-stakes and intricate events. This position demands exceptional organizational abilities, sound decision-making, cross-cultural sensitivity, and the capacity to maintain composure, anticipate challenges, and prioritize solutions within dynamic event settings.
Oversee a comprehensive range of duties, including the management of daily operations, ensuring adherence to established policies, and maintaining accurate records. Collaborate effectively with cross-functional teams to achieve organizational objectives, while also identifying areas for process improvement and implementing strategic initiatives. Foster a culture of accountability and excellence, ensuring compliance with regulatory standards and industry best practices. Additionally, provide mentorship and support to team members, facilitating professional growth and development within the department.
Provide assistance in the comprehensive planning and execution of organization-wide events, ensuring seamless coordination across all departments and stakeholders.
Acquire comprehensive knowledge of all OSF-hosted meetings and events, as well as those attended by OSF staff members.
Assist in developing the meetings and events support framework, encompassing the entire event lifecycle, operational workflows, established policies, and the defined roles and responsibilities for all relevant internal and external stakeholders.
Deliver comprehensive, step-by-step instruction to event organizers regarding event planning and execution to ensure success within the established support framework; when support exceeds defined parameters, professionally and discreetly redirect inquiries to the relevant stakeholders with integrity.
Working alongside meeting and event organizers, enhance the meetings and events support framework through ongoing refinements while remaining responsive to the evolving needs of the organization.
Guidance and support are provided regarding event tools and organizational policies, ensuring clarity and adherence to established procedures.
Guide event organizers in understanding the pertinent event tools and policies, encompassing those administered by external vendors or other internal colleagues.
Facilitate ongoing educational sessions for event organizers focusing on event design fundamentals, operational workflows, relevant tools, and regulatory compliance.
Curate and manage an organized repository of supporting materials specifically designed for the meetings and events support framework, ensuring they are readily accessible and effectively utilized by event organizers.
Providing dedicated support for high-priority and complex events, this role ensures seamless operations and rapid resolution of critical incidents. Responsibilities include managing escalations, coordinating with cross-functional teams, and implementing robust contingency plans to mitigate risks. Strong problem-solving skills and the ability to thrive under pressure are essential, along with excellent communication to liaise with stakeholders at all levels. Experience in event management, incident response, or a related field is required, and familiarity with advanced tools and frameworks is preferred.
Deliver direct, in-person operational assistance for critical and multifaceted events.
Collaborate seamlessly with event organizers and event management firms to meticulously prepare for intricate events while liaising with a diverse array of internal and external stakeholders.
Demonstrate the ability to adapt and remain composed in high-pressure situations, enabling rapid decision-making and effective handling of unforeseen challenges throughout events.
We oversee vendor relationships and provide ongoing assistance to ensure seamless event execution, collaborating closely with external partners to fulfill all contractual obligations and address any operational needs.
Develop and maintain strategic partnerships with hotels, event venues, and vendors across critical operational hubs to ensure seamless collaboration and service delivery.
Develop and oversee global master service agreements with top-tier event planners and venues, spanning both international and regional/local scopes.
Oversee the utilization of international event providers, encompassing tasks such as confirming bookings, processing payments, and assessing performance.
Regularly assess the existing preferred external venues, accommodations, and event vendors to ensure they continue to meet the needs of meetings and events, incorporating feedback provided by staff regarding their performance and value.
Cross-functional collaboration and a commitment to continuous improvement are essential for driving organizational success and fostering innovation. This role requires seamless cooperation across departments, leveraging diverse expertise to enhance project outcomes and streamline processes. Professionals in this position must actively seek opportunities for process optimization, identifying inefficiencies and implementing data-driven solutions to elevate performance. Strong interpersonal skills and adaptability are crucial for navigating dynamic environments and aligning cross-departmental goals. By championing a culture of ongoing enhancement, the individual contributes to sustainable growth and operational excellence.
Collaborate with colleagues across Global Operations, One Ops teams, event organizers, and programmatic staff to ensure seamless event planning and execution while driving continuous improvements.
Collaborate closely with facilitators, consultants, and external partners to enhance their engagement and contributions to the success of OSF events.
Support the Global Associate Director in elevating event workflows and refining policies through the proactive identification of operational inefficiencies and the proposal of strategic improvements.
The preferred applicant will exhibit a strong proficiency in executing core duties encompassed within the role, ensuring alignment with organizational objectives. They will possess the requisite qualifications and experience to fulfill the outlined responsibilities effectively. Additionally, the candidate will demonstrate the ability to collaborate seamlessly within a team environment while maintaining a high standard of professionalism and accountability.
Essential Education
A bachelor’s degree or comparable professional experience is required.
Experienced professionals seeking a dynamic role must have a proven track record in the specified field, with at least [X] years of relevant work experience. Proficiency in key tools, methodologies, or industry standards is mandatory, along with strong analytical and problem-solving skills. Candidates should demonstrate exceptional communication abilities, both written and verbal, to collaborate effectively with cross-functional teams and stakeholders. A commitment to continuous learning and adaptability in fast-paced environments is highly valued. Relevant certifications, advanced degrees, or specialized training may be required or preferred, depending on the position.
Experienced in coordinating or facilitating comprehensive meetings, events, conferences, convening, or intricate stakeholder engagements from initiation to conclusion.
Experienced in managing the coordination of diverse event components, such as establishing and adhering to timelines, organizing logistics, engaging stakeholders, securing venues, liaising with vendors, addressing participant requirements, and ensuring comprehensive follow-up procedures.
Proven expertise in collaborating with external vendors, venues, hotels, event agencies, and service providers, encompassing tasks such as negotiation, booking facilitation, contract support, and post-event performance reviews.
Demonstrated proficiency in project coordination, adept at balancing multiple tasks, adhering to strict deadlines, and adapting to evolving project demands.
Demonstrates exceptional stakeholder management capabilities, adept at navigating internal event organizers through procedural frameworks, organizational policies, and essential event logistics.
Maintaining composure, prioritizing solutions, and upholding professionalism in fast-paced or live-event environments is essential.
Demonstrates meticulous attention to detail and diligence in ensuring thorough completion of tasks, with a strong emphasis on accurate documentation, precise tracking of progress, and strict adherence to established processes.
Capable of and committed to traveling for critical or multifaceted events as needed.
Proficiency in English and fluency in the local language of the office location are essential.
A proven track record in related fields is highly valued. Candidates with relevant background in [specific industry/role, if mentioned] and exposure to [specific skills/technologies, if mentioned] will be given preference. Prior involvement in [specific tasks or projects, if mentioned] is advantageous. Experience in [any other relevant areas] is also considered beneficial.
Acquired expertise in multicultural, multinational, nonprofit, foundation, philanthropic, development, international organization, or mission-focused settings is required.
Proven track record collaborating with event management firms.
Proficiency with event platforms or tools, including Stove, TROOP, registration systems, and travel or event logistics software, is required.
Developing event guidance documents, workflows, checklists, templates, and knowledge resources is a required competency.
Proven background in facilitating events with a strong emphasis on accessibility, safeguarding measures, security protocols, and handling sensitive participant needs.
Fluency in French or a demonstrated working proficiency is essential, particularly for positions located in Dakar or those involving support for West Africa coverage.
Proficient in multiple languages, you will facilitate clear and effective communication across diverse teams and stakeholders. Your role involves translating complex information into accessible formats while ensuring cultural nuances are respected. Strong written and verbal communication skills are essential, along with deep cultural awareness to bridge gaps between varying perspectives. Experience in multilingual environments and the ability to adapt to different linguistic contexts are highly valued. You will serve as a key liaison, fostering collaboration and mutual understanding in both local and global settings.
Proficient command of both English and the office location’s native language is required.
We seek a dynamic professional to undertake regular travel as an integral component of the role, facilitating on-site visits to clients, partners, and project locations nationwide. The ideal candidate will possess the ability to manage itineraries efficiently, ensuring minimal disruption while maximizing productivity during trips. Responsibilities include representing the organization at external engagements, conducting site assessments, and fostering strong relationships with stakeholders. Candidates must demonstrate reliability, adaptability to varying travel schedules, and a commitment to maintaining high performance standards while away from the office. Valid driver’s license and occasional weekend or evening travel are required.
Regular travel is a requirement for this position, with the frequency of travel contingent upon specific role obligations.
We seek a candidate with strong functional competencies to drive operational excellence within our organization. The ideal professional will demonstrate proficiency in key areas such as process optimization, cross-functional collaboration, and problem-solving. Responsibilities include analyzing workflows to identify inefficiencies, implementing improvements to enhance productivity, and ensuring alignment with strategic objectives. Additionally, the role requires effective communication with stakeholders, meticulous attention to detail, and a commitment to continuous learning and innovation. Qualifications include a relevant degree or equivalent experience, along with a proven track record of delivering measurable results in a similar capacity.
We specialize in organizing and managing events, overseeing every detail from inception to completion. This involves collaborating with clients to define objectives, setting timelines, securing venues, and coordinating logistics such as catering, audiovisual equipment, and transportation. Strong interpersonal and organizational skills are essential, along with proficiency in project management tools and software. The role demands meticulous attention to detail, adaptability to changing circumstances, and the ability to multitask effectively under tight deadlines. Additionally, experience in vendor negotiations and budget management is required to ensure successful event execution.
Capable of managing numerous meetings and events concurrently, whether held in office settings or external locations.
Demonstrates meticulous attention to detail while proactively identifying logistical needs, potential risks, dependencies, and participant requirements.
Skilled in navigating demanding schedules, adapting to evolving priorities, and overseeing several concurrent event-related initiatives.
Effective interaction and leadership in guiding stakeholders are essential requirements for this role. The position demands strong interpersonal skills to facilitate clear, consistent communication across all levels of engagement. Additionally, the ability to manage and mentor stakeholders through various processes and challenges is a core responsibility.
Skilled at fostering transparent and tactful communication, adept at collaborating seamlessly with team members across all organizational tiers.
Experienced in guiding event organizers through workflows, policies, tools, and intricate procedures with clarity and precision.
Proficient in serving as a professional ambassador for the organization in interactions with vendors, venues, facilitators, consultants, and event partners.
We evaluate problem-solving capabilities and event decision-making skills.
Demonstrates the ability to resolve issues promptly throughout the pre-event planning phase and during live events.
Delivers innovative solutions to challenges involving vendors, participants, logistics, or stakeholders with a proactive and problem-solving approach.
Exercises discernment and sound decision-making in intricate, delicate, or high-pressure scenarios.
Responsible for overseeing relationships with vendors, venues, and external partners, ensuring seamless collaboration and adherence to contractual obligations. Develops and maintains strategic partnerships to enhance operational efficiency and service delivery. Manages contract negotiations, performance evaluations, and dispute resolutions while fostering long-term business relationships. Identifies cost-saving opportunities and negotiates favorable terms to optimize resources. Tracks vendor performance metrics and ensures compliance with company standards and industry regulations.
Adept at cultivating productive partnerships with hotels, event venues, agencies, and service providers to ensure seamless collaboration and service delivery.
Skilled in facilitating negotiations, managing bookings, executing contracts, coordinating services, and evaluating vendor performance.
Proven ability to collaborate effectively with external stakeholders in the execution of large-scale, intricate, or high-priority events.
We seek candidates with strong technical skills and a systematic approach to processes. Proficiency in relevant technical domains and adherence to established procedures are essential. The role requires meticulous attention to detail and an ability to follow structured workflows consistently. Prior experience in process-driven environments is advantageous, as is familiarity with industry best practices and compliance standards.
Proficient in utilizing event-related tools such as registration platforms, TROOP, notification systems, and comparable software solutions to streamline and enhance operational efficiency.
Capable of adhering to established procedural frameworks and assisting colleagues in implementing them with uniformity.
Proficient in creating and managing meticulous documentation for event procedures, including step-by-step guides, comprehensive checklists, and valuable knowledge repositories.
We are committed to enhancing operational efficiency and refining processes through ongoing improvement initiatives and workflow optimization. This role involves identifying opportunities for process enhancement, implementing innovative solutions, and fostering a culture of continuous improvement within the organization. Key responsibilities include analyzing current workflows, developing and executing improvement strategies, and measuring the impact of implemented changes to ensure sustained performance gains. Candidates should possess strong analytical skills, problem-solving abilities, and experience in workflow development or process optimization.
Seeks to enhance event workflows, procedures, tools, and supporting materials to drive greater efficiency and effectiveness.
Embraces constructive feedback and proactively offers actionable suggestions to enhance event operational efficiency.
Facilitates alignment and uniformity in processes, practices, and benchmarks across international teams.
We seek candidates who demonstrate a strong set of personal competencies, including exceptional communication skills, the ability to work collaboratively in team environments, and a proactive approach to problem-solving. The ideal applicant will exhibit high emotional intelligence, adaptability in dynamic settings, and a commitment to continuous professional development. Prioritizing integrity, accountability, and a customer-focused mindset is essential, as these qualities align with our organizational values and drive success in cross-functional projects.
We value professionals who demonstrate resilience and composure in high-pressure situations. Candidates must exhibit the ability to adjust to changing circumstances while maintaining a steady demeanor, ensuring effective performance in dynamic environments.
Performs effectively in dynamic and sometimes high-pressure settings while maintaining efficiency and composure.
Demonstrates poise and steadiness when navigating intricate situations involving numerous concurrent activities.
Adapts plans promptly to accommodate evolving event demands, shifting stakeholder expectations, or emerging risks.
Cultural competence and the ability to collaborate effectively across global teams are essential for this role, requiring an understanding of diverse cultural backgrounds and the capacity to work harmoniously with colleagues from various international locations.
Collaborates effectively with colleagues from various global backgrounds and engages with event participants from diverse cultural backgrounds.
Proficiently attuned to diverse global contexts, varying time zones, linguistic differences, accessibility requirements, and cultural sensitivities.
Proficient in fostering respectful and effective cross-cultural communication, demonstrating cultural sensitivity and adaptability in diverse interactions.
Maintaining a high standard of professionalism, exercising sound discretion, and upholding unwavering integrity are essential qualities for this role.
Manages confidential or sensitive information with the utmost discretion and integrity.
Demonstrates the organization’s core values consistently across all internal and external engagements, fostering alignment with its mission and principles.
Exhibits unwavering dependability, professionalism, strong ethical standards, and exceptional decision-making abilities.
Demonstrates a proactive approach by taking ownership of tasks and responsibilities while exhibiting strong initiative in driving projects forward and identifying opportunities for improvement.
Initiates actions independently, demonstrating proactive problem-solving and a self-driven approach without requiring explicit guidance.
Proactively identifies and addresses requirements before they become urgent, particularly for critical or executive-level engagements.
Demonstrates reliability by fulfilling obligations and proactively identifies potential risks, promptly escalating them when additional assistance or decisions are required.
Service-Oriented professionals are dedicated to prioritizing customer satisfaction by attentively addressing their needs and swiftly resolving issues. They maintain a high level of expertise in product and service knowledge to offer accurate, relevant solutions. Effective communication and a patient, empathetic approach are essential to foster positive interactions. Additionally, they proactively seek opportunities to enhance the customer experience and contribute to a supportive team environment.
Applies a practical, solution-driven methodology to assist event organizers and team members effectively.
Demonstrates the ability to maintain responsiveness while upholding necessary process discipline and well-defined boundaries.
Establishes credibility by consistently demonstrating dependability, transparency, and composure in challenging situations.
Fluent proficiency in English and Spanish is required, with a strong preference for additional languages such as French, German, or Mandarin. A bachelor’s degree in communications, international relations, or a related field is necessary, and prior experience in a similar role is highly valued. Responsibilities include managing multilingual communication strategies, facilitating cross-cultural collaboration, and ensuring accurate translation of key documents. The ideal candidate will demonstrate exceptional written and verbal communication skills, cultural sensitivity, and the ability to adapt messaging for diverse audiences. Familiarity with translation tools and project management software is a plus.
Proficient in the local language of the role’s location and possess advanced proficiency in English.
Proficiency in French is advantageous, especially in positions involving interaction with Francophone stakeholders, vendors, or event attendees.
What we offer
Exceptional opportunities exist for professional growth and meaningful contributions, including a substantial annual allowance for professional development granted to every employee, as well as onsite training sessions and insightful discussions with visiting subject-matter experts.
The position offers a robust benefits and perks package designed to support overall well-being and maintain a healthy work-life balance, featuring:
Generous vacation time and adaptable scheduling options are provided.
Staff are expected to work from an Open Society office for at least half of their scheduled working days each month.
The organization provides fully employer-funded health insurance coverage, along with dental plans for both individuals and families, with no employee contribution required.
Our organization offers a robust retirement savings program, fully funded by the employer, along with comprehensive life insurance coverage for all employees.
Progressive parental leave policies, comprehensive reproductive healthcare, and extensive family planning resources are provided.
We embrace a steadfast dedication to cultivating a workplace that values diversity and fosters inclusion, empowering you to contribute authentically and drive meaningful change.
Qualifications
BA/BSc/HND , Professional Certificate
