Back Event Officer

Requisition ID 31904 Office Country United Kingdom Office City London Division Office of the Secretary General Contract Type Short Term Contract Length 05 months Posting End Date 05/10/2022

Please note this a 5 month short term contract

Purpose of Job

Working closely with the Principal, Event Management and the Annual Meeting Event Management team, the Event Officer is responsible for supporting the delivery and the administration of all Annual Meeting events from a logistics and event management perspective in a physical, hybrid or virtual setting. The role requires strong administrative skills and a solid understanding of logistical requirements. Close collaboration with colleagues in AMPEM as well as with counterparts at other departments involved in the delivery is essential.

In addition, the Event Officer provides day to day administrative support to the Principal, Event Management and the Annual Meeting Event management team.

Background

The Event Officer is based in the Office of the Secretary General (OSG) approximately 3 months per year, in the lead-up to the Annual Meeting. OSG acts as secretariat to the EBRD Board of Governors and Board of Directors and their committees and as the official channel of communication between the EBRD and its shareholders. It is responsible for the organisation of the Annual Meeting of the Board of Governors, all meetings of the Board of Directors, other large events organised under the auspices of the EBRD and all protocol matters involving VIPs from shareholder governments.

Within OSG, this role is responsible from a logistics and event management perspective, for the administration and delivery of assigned events (on dedicated virtual event platforms as well as in a physical setting), including speakers’ liaison, in the context of the Annual Meeting and Business Forum.

Accountabilities & Responsibilities

• Assist with the coordination of panellists, including preparation of invitation letters, registration, scheduling of test/rehearsal sessions on the dedicated event platforms
• Liaison with internal client departments and event speakers’ offices to collate logistics details necessary for the smooth delivery of all Annual Meeting event management related services
• Collate and input relevant event information on the virtual platform and on the Annual Meeting website
• Production of Moderator Notes
• Preparation of PA announcements
• Assistance with the preparation of holding slides, rolling schedule templates and other visual assets related to event management
• Assistance with coordination and documentation of event management shipment
• Providing support with on-site event material (name plates, custom signage etc)
• Support in the day to day on-site management of assigned events and provide assistance to staff running the sessions
• Provision of final event statistics for assigned areas (to include access criteria, participation levels and engagement levels
• Electronic filing of official Unit documents on assigned events and tasks

  Knowledge, Skills, Experience & Qualifications

  • Over 3 years experience in a busy administrative role in a corporate environment, preferably with exposure to event coordination
  • Experience with handling large amounts of data
  • Overall understanding of logistical and technical requirements for in-person, hybrid and virtual events
  • Advanced computer proficiency and excellence in MS Office software
  • Familiarity with virtual conferencing tools (Webex, Zoom, etc) and streaming platforms an advantage
  • Excellent spoken and written English; knowledge of French, German, Russian, or Arabic an advantage
  • Excellent communication and interpersonal skills
  • Knowledge of EBRD structure and Annual Meeting format an advantage
  • Able to work in a close team environment
  • A keen eye for detail
  • Excellent interpersonal manner, including tact and diplomacy

    What is it like to work at the EBRD?

    Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in.

    The EBRD environment provides you with:

    • Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in;
    • A working culture that embraces inclusion and celebrates diversity;
    • An environment that places sustainability, equality and digital transformation at the heart of what we do.

      Diversity is one of the Bank’s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time.