Events Support Coordinator

The Events Support Coordinator provides administrative and operational support to ensure the effective implementation of ICAO revenue-generating events and related activities. The role involves coordinating event planning, participant communications, registration management, supplier coordination, and documentation management within a fast-paced, multicultural environment.

Responsibilities

• Coordinate all administrative aspects of event planning and implementation, including participant communications, for ICAO revenue-generating events.
• Provide administrative support at the project level to ensure proper coordination of the event including communicating with the Office of the Secretary General, Bureau Directors and Deputy Directors through the front Office of CDI.
• Coordinate, plan and facilitate meetings as required.
• Support the development, maintenance, and implementation of standard operating procedures (SOPs) for event management.
• Monitor timelines and ensure compliance with established procedures and internal controls.
• Manage the ICAO Events Calendar tool by engaging stakeholders globally to ensure accurate and up-to-date information.
• Maintain and update procurement contracts including long-term agreements for services required for ICAO events.
• Generate reports and analytics to support revenue tracking and outreach efforts (CRM database for sales and finance).
• Process event registrations, including validation of participant information using established SOPs.
• Review and verify eligibility criteria and payment confirmations, including tracking of registration revenues.
• Coordinate the issuance of event credentials and maintain accurate registration records.
• Provide support to participants regarding registration inquiries.
• Set up and maintain event webpages and registration platforms in coordination with internal stakeholders.
• Configure and manage event applications and digital tools as required.
• Liaise with external suppliers and service providers to ensure timely delivery of services.
• Monitor vendor performance and ensure alignment with contractual requirements.
• Manage all outbound communications pertaining to events with stakeholders such as Member States, international organizations, speakers, moderators, etc.
• Maintain BDU electronic files and ensure correspondence and documentation of events are classified, filed and stored electronically for retrieval.
• Utilize digital tools and collaboration platforms to streamline workflows, document management, and internal coordination.
• Identify and propose process improvements to enhance efficiency, accountability, and service quality.
• Draft documentation including letters, memoranda, reports, e-mails, mission reports, often of a confidential or urgent nature.
• Arrange documents for translation coordinating with language sections and the ICAO Document Management Office to meet deadlines.
• Complete all organizational mandatory training during the time of service.
• Perform other related duties as assigned by the Supervisor or the Head, BDU.

Requirements

• College of General and Vocational Education (CEGEP) diploma or equivalent is required.
• Supplementary training in office administration, business management, or event coordination is desirable.
• Minimum of four (4) years of progressively responsible experience in administrative support and event coordination roles, preferably within an international organization or public-sector environment.
• Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint.
• Ability to draft clear administrative documentation and correspondence.
• Experience as a problem-solver in a fast-paced, multicultural, and dynamic environment.
• Manage multiple tasks and deadlines, with a passion for events administration.
• Experience in CRM systems and database management is desirable.
• Experience working with online registration systems and event platforms is desirable.
• Tech-savvy, ability to navigate in a digital environment.
• Fluent reading, writing and speaking abilities in English.
• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

Skills

• Event Coordination
• Administrative Support
• Microsoft Office Suite
• SharePoint Development
• Document Drafting
• Multitasking
• CRM Systems
• Database Management
• Online Registration Systems
• Event Platforms
• Digital Navigation
• Participant Communications
• Supplier Coordination
• Deadline Management

Languages

English