Senior Events Specialist

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 programmes of professional learning designed to help teachers and schools to better understand and deliver the four IB programmes.

Professional learning plays a key role in the organization's mission. It is driven by the need to develop, pilot, implement and maintain policies, procedures, programmes and resources targeted at improving the quality of administering, coordinating, teaching and delivering the IB programmes.

The PDD team manages the planning and delivery of all educator professional learning workshops, hosting over 10,000 + workshop participants in hotels and schools across each region.

The PDD Events Specialist oversees all aspects of professional development events (i.e. regional scheduled and on-demand) and other IB events as requested by leadership, from inception to execution, which include but are not limited to budgeting, all third party vendor negotiations, audio visual planning, on-site registration, manage printing workshop material process, and primary IB on-site leader ensuring the standards of quality defined by the IB and fulfilling stakeholders professional development needs are met.

This position requires up to 30% of travel typically over weekends.

Key Accountabilities

Operations

Serves as the logistics and delivery lead for virtual, online, and blended delivery models, by monitoring and updating the team with virtual events process and platform usage.
Manages mobile app process for regional events.
Assisting and review of registration build, IB website and partner with Salesforce Superuser to enhance cross-departmental integration and efficiency in Salesforce.
Executes the pre-planning and on-site delivery of IBEN Training
In collaboration with Product Channel owner, develops process documents in support of new delivery models.
Zoom Superuser for AP
Supports special projects as assigned.

Event Planning and Management

Executes the pre-planning and delivery of events which can encompass face to face, online, and virtual delivery modes for both scheduled and school requested events
Manage logistics planning and monitor budgeting for each event to the agreed KPIs and quality assurance scores
Develop comprehensive communication plans articulating expectations, logistics, and deadlines with key stakeholders such as workshop leaders, venue liaison, participants, exhibitors, and staff.
Continuous oversight of assigned event venue capacities and proactively collaborating with the Logistics Manager on workshop offerings (i.e. cancelling low enrolment sessions, combining categories, opening of additional sessions); resulting in effective learning environments while maximizing revenue.
Serve as primary IB on-site leader (face to face and virtually), managing all situations by making quick decisions for IB participants and workshop leaders, including implementing IB's emergency plans as required.
Ensure that each event is branded with IB PD materials and any sponsors/exhibitors are compliant with IB promotion policies
As assigned, provide coverage to other team members.
Review and manage the exhibitor registration process seamlessly – collaborate closely with internal and external stakeholders

Financial Management

Monitor compliance of contract terms and procurement process.
Under direction from the Logistics Manager, secure third-party vendors contracts, including hotels, to minimize event costs while still meeting high standards of quality, as measured by IB quality assurance framework
Responsible for adhering to established budgets to ensure best value for money and compliance with financial guidelines.
Collaborate with the procurement finance team to set up new vendors and oversee the review, coding and processing of invoices.
Maintain CRM on key event metrics, including attendance, sleeping room pick up, evaluations of venue services, expense/revenue, etc.
Recommend and price out logistics requirements for new delivery models.

Travel and Hotel Management

Support Logistics Manager on assigned hotel venue procurement.
Collaboration with the Educator Support Specialist to ensure logistics for workshop leaders, field reps as well as office staff (if needed) have accurate travel arrangements.
Manage hotel rates, room block, and master account lists to arrange all leader accommodations while adhering to the travel policy
Advises PD Senior manager on effective utilization of hotel space to maximize revenue (enrolment capacity reports

Event Quality Assurance Management

Produce post event report outlining successes and areas of improvement covering areas of venue, workshop leaders, event communications, participant experience, etc.
Submit IBEN issues, if applicable, through on-line form to trigger volunteer performance management process
Maintain an overall event quality survey score KPI that is set by leadership annually.
Mentors and trains Events Specialists in skills development to promote industry-specific best practices and efficiency.

Special Project Execution

As needed basis, participation in special projects or strategic initiatives which support the Global PDD business as assigned by the Logistics Manager
Additional meetings and events may require assistance such as IBEN trainings, etc.

Knowledge and Experience

Bachelors degree preferred
5+ years experience in event planning & delivery
Strong understanding and/or interest in the international education market for the region
Experience in negotiating with vendors
Demonstrated experience with financial reporting and budgeting
Excellent written and oral communication skills
Organizational and procedural skills - ability to maintain accuracy and provide correct information.
Ability to handle multiple concurrent projects/events through to completion

Technical and Soft Skills

Excellent MS office skills
Excellent communication skills - interpersonal, written.
Ability to take initiative and manage multiple projects
Ability to make sound, independent decisions, reflecting the high professional standards and expectations of the department and organization.
Excellent organizational skills.
Detail oriented.
Excellent customer service skills
Self-starter and ability to take initiative
Self-awareness and eager for continued professional growth
Flexibility and patience
Adaptability and openness to continuous process changes, workflow improvements and evolving operational requirements
Ability to work in a functional structure where teamwork is essential for success
Ability to work within a fast-paced environment to meet deadlines, multitask and cope with multiple activities.
Ability and willingness to travel
English fluency required, fluency in Spanish or French desired (region specific)
Experience with Salesforce or other CRMs, C-vent or other EMS and Zoom is a plus