Specialist, Event Management

Overview

This role requires the ability to work on site three days per week in accordance with company policy.

The Event Management Specialist works within the Global Programming Group’s Event Management team, coordinating and executing operational activities across event operations, logistics, and delivery to ensure readiness, effective stakeholder coordination, and seamless on‑site execution.

Key Responsibilities

Plan, coordinate, and execute event operations and logistics services in collaboration with internal and external counterparts, with specific focus on:

• Programme logistics – coordinate session logistics and venue requirements, including room set‑up, technical requirements, catering, interpretation, and related updates within the Forum’s internal platform.
• Food & beverage – arrange catering for participants and staff, including special receptions.
• Participant logistics – coordinate accommodation and travel arrangements in collaboration with internal teams and external providers.
• Staff logistics – manage staff registration, travel, visa processes, accommodation, and internal communications.
• Attendants – recruit, deploy, and train attendants for on‑site event support.
• Transportation – plan and coordinate airport transfers, shuttle services, VIP transportation, signage, and maps.
• Freight – coordinate shipment and delivery of event materials and equipment.
• Sustainability – implement sustainable event practices to reduce environmental impact and waste.

Support operational project coordination from planning through on‑site execution, ensuring readiness across assigned workstreams by managing timelines, requirements, stakeholders, and service providers; build effective relationships with suppliers, local authorities, and partners; coordinate procurement and contracting; apply security‑related principles and operational procedures; support internal training initiatives; and contribute to post‑event debriefs, operational reviews, and continuous improvement initiatives.

• Preferred Qualifications
• University degree in Business, Communications, Hospitality, Event Management, Logistics, Operations Management, or a related field.
• At least 3 years of professional experience in operations, logistics, event operations, or related fields, with exposure to complex operational activities in multi‑stakeholder environments.
• Experience supporting international events is highly desirable.
• Demonstrated experience coordinating operational or logistics workstreams, collaborating with suppliers and service providers, managing competing priorities, and ensuring high‑quality execution from planning through on‑site delivery.
• Proven ability to work effectively in multicultural and collaborative environments, with flexibility to adapt to changing priorities and ambiguity.
• Strong stakeholder management and communication skills, able to collaborate across functions and with external partners.
• Demonstrated continuous improvement mindset, with the ability to identify opportunities to enhance operational processes, logistics, and event delivery.
• Strong organizational, coordination, and problem‑solving skills, with a proactive and service‑oriented approach and excellent attention to detail.
• Proficiency with Microsoft Office applications; experience with Salesforce and project‑management tools is an asset.
• Fluency in English with excellent written and verbal communication skills; knowledge of French and/or German would be an asset.
• Why Join Us

Join an independent and impartial organization with over 55 years of experience connecting leaders to address global challenges and drive progress.

Be part of a global team that encourages genuine dialogue, shared learning, and real‑world collaboration, helping you grow through challenge, not routine.

At the Forum, every role contributes to global progress and helps shape lasting impacts.

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