The Caribbean Development Bank (CDB/the Bank) is seeking to recruit a dynamic professional for the role of Events and Conferences Officer (ECO). The successful candidate will be based at CDBโs headquarters in St. Michael, Barbados.
THE DEPARTMENT
The Department of Communications and Corporate Affairs (DCCA) portfolio includes corporate communications, corporate social responsibility (CSR), corporate events, media and other stakeholder relations and supporting the advocacy work of the Bank. The Department shapes CDB's internal and external voice and amplifies its impact through effective partnerships, high-impact thought leadership, and institutional storytelling. Core to the work of the Department is delivering programmes that inspire connection, ignite conversations, and advance CDB's work and brand.
THE ROLE
The ECO is a multifaceted role responsible for planning, organization, and delivery of conferences and events of the Bank both at Headquarters and beyond, including coordinating and ensuring logistics for the Bankโs Annual Board of Governors Meeting, and Annual News Conference. The ECO also facilitates the Bankโs participation in external events as required. This position plays a crucial role in ensuring seamless operations and successful outcomes for both internal and external initiatives. The ECO will collaborate with cross-functional teams, internal and external stakeholders, and vendors to achieve event objectives.
KEY RESPONSIBILITIES
The ECO is responsible for the following:
Event Planning & Execution
- Strategically plan, organise, and deliver internal and external conferences, meetings, and events including leading on contractual negotiations and vendor management.
- Ensure all logistics (floor plans, seating arrangements, technical requirements) are in place and communicated to relevant stakeholders.
- Anticipate and resolve issues during events, implementing contingencies as needed.
Annual Board of Governors Meeting Management
- Manage the planning and logistics of the Annual Board of Governors Meeting, including site visits, registration, guest accommodations, and effectively manage any programme adjustments.
- Ensure the Bankโs desired in-person guest list is prepared and finalised and that all communications, invitations, agendas, web pages and microsites are planned and executed in a timely manner; ensure timely completion of the Attendee-centered tools (e.g. registration site, Annual Meeting webpage, Annual Meeting Attendee App, etc.)
- Arrange and/or facilitate cross-organisational coordination of travel plans and logistics for event attendees, including itineraries, agendas, schedules, hotel, local transportation, and meeting accommodations as required.
- Oversee accommodation assignments being booked under the Bankโs Room Block where relevant (e.g. Governors, Directors, Senior Advisory Team, staff, guests, etc.)
Calendar & Scheduling Management
- Oversee the Bankโs events calendar, ensuring organisation-wide alignment and visibility.
- Ensure that internal and external conferences, meetings, and events for which the ECO is responsible, are scheduled in alignment with other Bank activities.
VIP Visits & Protocol
- Assist the Director of Communications and Corporate Affairs in organising official visits by VIPs (Heads of State, ministers, etc.).
Stakeholder Collaboration & Communication
- Develop event concept notes, reports, and updates to keep stakeholders informed of progress.
- Establish and maintain a network of internal and external contacts to ensure seamless event coordination.
Post-Event Review & Improvement
- Conduct post-event evaluations to identify challenges and gather lessons learned for process improvement in future events.
QUALIFICATIONS AND COMPETENCIES
The successful candidate should have:
- A postgraduate degree in a relevant field such as Conference and Events Management, Logistics Management, International Relations, Marketing, Public Relations, Corporate Communications
- A minimum of six (6) yearsโ experience in planning, coordinating, and executing events and conferences in regional and/or international organisation or environment.
- Experience working with the operation of IT-based conference and event infrastructure platform.
- Experience with videoconferencing platforms, e.g. Microsoft Teams, Zoom, Cisco Webex, and others.
Function Specific Competencies
The ECO must demonstrate:
- Excellent negotiation and problem-solving skills.
- Exceptional written and verbal communication skills in English
- The ability to anticipate challenges and provide appropriate solutions (i.e., manage contingencies) by monitoring and supervising all stages of implementation.
- Effective organisational skills to manage multiple projects simultaneously and a strong propensity for innovation, creativity, and attention to detail.
- Familiarity with the technical and production support required for event execution including broadcast production, live streaming, and audio-visual support services
- Excellent time management skills including the ability to prioritise tasks, manage competing deadlines, and ensure efficient project execution.
- Strong leadership and diplomacy skills.
- Willingness to travel to event and conference locations as needed.
Organisational Competencies
The successful candidate should demonstrate a strong proficiency in the following competencies:
- A postgraduate degree in a relevant field such as Conference and Events Management, Logistics Management, International Relations, Marketing, Public Relations, Corporate Communications
- Conduct post-event evaluations to identify challenges and gather lessons learned for process improvement in future events.
- Assist the Director of Communications and Corporate Affairs in organising official visits by VIPs (Heads of State, ministers, etc.).