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. 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 Professional Development Delivery (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 Responsibilities:

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 logistic 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.

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.
• Collaborate with the procurement finance team to set up new vendors and oversee the review, coding and processing of invoices.

Travel and Hotel Management

• 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.

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.

Special Project Execution

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

About You

• Bachelors’ degree preferred.
• Experience in event planning, delivery, negotiations.
• Strong understanding and/or interest in the international education market for the region.
• 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.
• Experience with Salesforce or other CRMs is a plus.

The candidate should also preferably be willing to travel for work, have a customer service-oriented mindset, adapt to a fast-paced environment and able to work in a functional structure where teamwork is essential for success.

The successful candidate will be offered a contract till February 2026.