Conferences Consultant. Event Production and Management, Office of the Secretary SEC/EPM
Post of duty: Washington DC- USA
The IDB Group is a community of diverse, versatile, and passionate people who come together on a journey to improve lives in Latin America and the Caribbean. Our people find purpose and do what they love in an inclusive, collaborative, agile, and rewarding environment.
About this position
We are looking for Conferences Consultant who will provide administrative, logistical and event production support to ensure a proper and efficient function of the Section for all conferences, seminars and events including the Annual Meeting of the Board of Governors.
You will work in the Event Production and Management Section part of the Office of the Secretary. This team is responsible for โโโโโโโorganizing the Annual Meeting of the Boards of Governors. We are also in charge of managing the main meeting rooms and venues of the Bank. We coordinate the space reservation for face-to-face, virtual or hybrid meetings, multimedia services, publication of all meetings in the IDB Events Calendar, and we coordinate all the logistics for the event.
What youโll do:
ยท Logistical Support of Events (including Annual Meeting of the Boards of Governors)
o Prepare general correspondence related to events (e-mails, letters, notes, etc.).
o Prepare pre-registration materials to be sent electronically with letters of invitation.
o Perform quality control over list of invitees received.
o Answer daily telephone and mail inquiries from participants.
o Perform other duties as required for the Annual Meeting including coordination of hotel, transportation, airport reception as needed.
o Maintain daily correspondence and follow-up of all participants to the Annual Meeting
o Process on-line registration.
o Process electronic photos for IDs and maintain participantโs files.
o Pack files and conference materials to be taken to the meeting site.
o Provide training to the rest of the teamโs assistants.
o Review processes in the system, request changes, improvements and follow up.
o Event logistic support, communications with clients and coordinate requirements with services providers.
o Prepare and revise the list of flights (arrivals and departures)
o Maintain flight data up to date in the system.
o Upload and revise the list of vehicles and drivers assigned to each governor and senior management.
o Maintain vehicle and drivers' data up to date in the system.
o Assist with the communication send to Governors with the vehicle information and contact of driver.
o Assist with coordination of transportation onsite.
ยท Website and communication tasks
o Prepare communications guides and tasks for staff to perform content upload and maintenance of the Annual Meeting website.
o Support the content upload and maintenance for events including the Annual Meeting of the Boards of Governors
o Preparation of texts and constant quality control of the content
o Ensure with the different seminar coordinator that the information is updated and accurate.
ยท Production of Events
o Develop event production strategies and plans in collaboration with the event team and stakeholders.
o Oversee all aspects of event logistics, including venue selection, setup, and breakdown.
o Manage event budgets, tracking expenses, and ensuring adherence to financial constraints.
o Coordinate with internal teams and external partners to ensure effective communication and collaboration.
o Source and negotiate contracts with vendors, suppliers, and service providers for event-related requirements.
o Create and manage event timelines, schedules, and critical path analyses.
o Oversee audio-visual and technical production requirements, coordinating with appropriate personnel.
o Conduct post-event evaluations, analyzing event outcomes and identifying areas for improvement.
o Stay informed about industry trends, innovations, and best practices in event production.
o Continuously develop professional skills and knowledge related to event production.
What you'll need
ยท Education: Bachelorโs degree (or equivalent advanced degree) in Event Management, Marketing, Business Administration or other fields relevant to the responsibilities of the role.