Officer, Meetings and Events

Essential Education

• Bachelor’s degree or equivalent professional experience.
  

Essential Experience

• Demonstrable experience supporting or delivering end-to-end meetings, events, conferences, convenings, or complex stakeholder gatherings.
  
• Experience coordinating multiple event workstreams, including timelines, logistics, stakeholders, venues, vendors, participant needs, and follow-up actions.
  
• Experience working with external vendors, venues, hotels, event agencies, or service providers, including negotiation, booking, contracting support, or performance follow-up.
  
• Strong project coordination skills, with the ability to manage competing priorities, deadlines, and changing requirements.
  
• Strong stakeholder management skills, including the ability to guide internal event organisers through processes, policies, and practical event requirements.
  
• Ability to remain calm, solutions-focused, and professional during high-pressure or live-event situations.
  
• Strong attention to detail and follow-through, including documentation, task tracking, and process compliance.
  
• Ability and willingness to travel for high-priority or complex events when required.
  
• Excellent working knowledge of English and fluency in the local language of the office location.
  

Support the Organization-Wide Event Planning & Coordination

• Develop a full understanding of meetings and events that are hosted by OSF and/or attended by OSF staff members.
  
• Support the design of the meetings and events support framework, including the event lifecycle, workflows, policies and roles and responsibilities of various internal and external stakeholders.
  
• Provide step-by-step guidance to the event organizers on the event planning and successful execution within the support framework; when asked to support outside its remit, re-direct to the appropriate stakeholders with professionalism, discretion and integrity.
  
• In collaboration with meeting/event organizers, incorporate continuous improvement to the meetings and events support framework and adapt to the changing needs of the organization.
  

Guidance & Training on Event Tools and Policies

• Walk the event organizers through relevant event tools and policies, including those managed by external vendors or other internal colleagues.
  
• Provide regular training to the event organizers on event design principles, workflows, tools, and compliance.
  
• Maintain a set of supporting materials for the meetings and events support framework that are clearly organized and shared with the event organizers for ease of access and utilization.
  

High‑Priority & Complex Event Support

• Provide hands‑on, in-person logistical support for high‑priority and complex events.
  
• Work closely with the event organizers and event management companies in preparing for complex events and coordinating with various internal and external stakeholders.
  
• Display adaptability and calm under pressure to think quickly on their feet and manage any unexpected situations during the events.
  
• Event Vendor Management and Support
  
• Manage relationships with hotels, event venues, and vendors in key operational cities.
  
• Establish and maintain global master service agreements with preferred event planners and venues, both at the global level and at the regional/local level.
  
• Manage usage of global event providers including booking confirmation, payment processing, and performance evaluation.
  
• Review the current preferred external venues, accommodations and other event vendors on a regular basis based on staff’s feedback on their contribution to the meetings and events.
  

Cross‑Functional Collaboration and Continuous Improvement

• Collaborate with other members of Global Operations, OneOps teams, event organizers and programmatic staff members in ensuring the successful event planning and execution, as well as continuously improving
  
• Liaise with facilitators, consultants, and external partners in improving their experience and contribution toward successful OSF events.
  
• Support the Global Associate Director in improving event workflows and policies by proactively identifying operational gaps and recommending enhancements.