Job title: PDD Event Specialist
Location: The Hague *Required (Hybrid)
Contract: Fixed term (9 months), Fulltime
Salary: EUR 44K – 55K

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.

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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. Please note that this is secondment for 9 months!!!

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• Bachelors’ degree preferred
• Experience in event planning & delivery
• Strong understanding and/or interest in the international education market for the region
• Negotiation experience
• 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
• 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 is a plus
  

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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.
• 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.

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.

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.
  

Special Project Execution

• On an 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.