Event Planning and CoordinationPlan and produce large scale events, including conferences, board meetings, and international functions (e.g., receptions, booth production).Coordinate event schedules and oversee logistics, ensuring all elements align with project timelines and objectives.Budget Management and Supplier CoordinationCreate and manage event budgets, ensuring all activities stay within financial parameters.Negotiate cost effective contracts with venues, hotels, catering, AV, transport, and interpretation suppliers.Site Inspections and LogisticsConduct site inspections to evaluate and select venues, ensuring suitability for event needs.Handle hotel block bookings and confirm logistical arrangements for participants.Invitation and RegistrationOversee guest invitation processes, working with marketing teams to design creatives and track responses.Manage participant registration, prepare badges, forms, vouchers, and conference packs.On Site ManagementServe as the main focal point during events, ensuring smooth execution of running orders and seating plans.Troubleshoot issues and provide hands on support for all logistical aspects.Internal Coordination and SupportMaintain and update the NGO''s annual events calendar, ensuring internal alignment across departments.Offer guidance and best practices to internal teams planning smaller meetings and events.Collaborate with the marketing team to source and distribute branded materials for events.Bachelor degree in Event Management, Communications, Marketing, Public Relations or related discipline.Over 2 4 years of relevant large scale event production experienceExperience working in international and/or executive level settingsTrack record of strong logistical and organization skillsDemonstrated written and verbal communication skillsDemonstrated diplomacy in dealing with individuals at a high levelTrack record of taking an adaptable approach, effectively working in a team and able to handle multiple tasks and establish prioritiesExperience of editing and drafting documents and presentationsProven IT skills, with proficiency in Microsoft Outlook, Word, Excel, PowerPoint and use of the internet essentialAn excellent knowledge of English and French >= C1 for both. Knowledge of other languages would be an asset.