The International Baccalaureate (IB) is committed to supporting the ongoing development of a worldwide professional learning community comprised of internationally minded teachers, school leaders and administrators. To that end the three regions conduct comprehensive annual conferences and events, designed to help teachers and schools to better understand and deliver the IB programmes, create and exchange valuable ideas on international education within a strong IB community, and to identify best practices for the ways we educate students.
The global conference department sets the strategic direction of all global conferences/events and manages the logistics for all IB global conferences, hosting over 4,500+ participants across all three regions (North- and South America, Africa, Europe, Middle East, and Asia Pacific). This position provides admin support to the venue procurement, contract negotiations, and delivery of annual global conferences IB Academy and other meetings / events held globally.
This role is responsible for the admin support of all global conferences & events. This position will report directly to the conference logistics and delivery manager who oversees the logistical planning for the conference events. This position supports the delivery of global events and coordinates with relevant IB staff for conferences’ content, speakers and communications’ delivery under the supervision of the Conferences Logistics & Delivery Manager. The conferences logistics and delivery administrator’s role and associated roles within the department involve frequent travel globally (also during weekend) for at least 5 conferences per year. This position requires up to 30% travel.
Support contracts’ negotiation; Hotel/Conference Centre, other venues, AV / IT, travel management, food & beverage, room rentals, local transport and participant packages.
Support the negotiations of Contracts and vendor dealings, during and after the conclusion of events and within budget parameters
Event expenses are tracked, and analysis provided to management on timely manner
Records, contracts, agreements and any relevant conference and event information are maintained and kept current and documented
Financial data is gathered and presented weekly to the Global Conferences Logistics Manager upon request in an accurate and timely fashion
Contributes to the detailed budget plan for specific region including accurate forecast of spend are submitted on time in line with agreed upon targets
Report numbers to update budgets, forecast and manage expenditure of approximately $ 1,5 million annually to achieve financial goals within the IB’s annual operating cycle
o Budget spend differences are accounted for and well justified
Accountable for the conference planning and delivery:
Scheduling on-site logistical support for conference presenters, VIP attendees, attendees and other staff during conferences and events
Support management of outsourced suppliers before, during and after the global conferences/events
Take minutes at staff meetings to review conference planning and outcomes, share any updates that impact daily operations.
Collaborate with other team members in regard to potential activities that will help meet event revenue / margin targets
Reports are monitored on tracking attendance and decisions (such as capacity utilisation, session cancellations, participant and leader feedback etc.) are made based on the analysis of data
Support the budgeting process directly with the conference’s logistics & delivery manager
Review event forecast / expense reports on a daily basis to ensure Conference Team is on
Responsible for monitoring and processing various payments and completing the reconciliation process of invoice payments approved by upper management supporting the budget forecast to achieve financial goals
Knowledge and Experience
Bachelors’ degree required and/or a combination of experience, education and training that would provide the level of knowledge and ability required for the position
Related experience 1- 5 years:
o Experience in hospitality, conference planning or related area of expertise
o Understanding of venue and supplier contracts, procedures and details associated with conference management
o Ability to handle multiple concurrent projects through to completion
o Ability to work in multi-cultural team including remote reporting.
o Can use and interpret statistical data
o International minded, team spirit, flexible, multitasker
Technical and Soft Skills
Ability to take initiative and manage a wide scope of projects
Excellent IT skills, including experience in the use of databases & their analysis
Excellent MS Office, Excel and Internet skills.
Excellent communication skills - interpersonal, written and oral.
Excellent organizational skills.
Highly detail oriented.
Excellent customer service skills
Self-starter and ability to take initiative
Self-awareness and eager for continued professional growth
Flexibility and patience
Ability to work both independently, and within a team.
Ability to work within a fast-paced environment to meet deadlines, multitask and cope with multiple activities.
Ability and willingness to travel domestically and internationally
English fluency required, fluency in Spanish or French desired