Specialist, Event Management

The Specialist, Event Management coordinates and executes operational activities across event operations, logistics, and delivery for the World Economic Forum's global events. The role ensures readiness, effective stakeholder coordination, and seamless onsite execution to support the Forum's value proposition and impact agenda.

Responsibilities

• Plan, coordinate, and execute event operations and logistics services in collaboration with internal and external counterparts.
• Coordinate session logistics and venue requirements, including room set-up, technical requirements, catering, interpretation, and related updates within the Forum’s internal platform.
• Coordinate catering arrangements for participants and staff, including special receptions.
• Coordinate accommodation arrangements and travel logistics in collaboration with internal teams and external providers.
• Coordinate staff registration, travel, visa processes, accommodation, and internal communications.
• Coordinate the recruitment and deployment of attendants, assess operational needs, organize logistical arrangements, and support the training of external staff in onsite event support roles.
• Plan and coordinate transportation services, including airport transfers, shuttle services, VIP transportation, signage, and maps.
• Coordinate the shipment and delivery of event materials and equipment.
• Support the implementation of sustainable event practices to minimize environmental impact and reduce waste.
• Support operational coordination from planning through onsite execution, ensuring readiness across assigned workstreams by managing timelines, requirements, stakeholders, and service providers.
• Build effective working relationships with internal teams, suppliers, local authorities, and external partners.
• Coordinate procurement and contracting activities related to event services.
• Apply security-related principles and operational procedures throughout event planning and delivery.
• Support internal training initiatives on event delivery processes, tools, and best practices.
• Contribute to post-event debriefs, operational reviews, and continuous improvement initiatives.

Requirements

• University degree in Business, Communications, Hospitality, Event Management, Logistics, Operations Management, or another relevant field.
• 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, including collaboration with suppliers and service providers, managing competing priorities, and ensuring high-quality execution from planning through onsite 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, with the ability 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.

Skills

• Event Operations
• Logistics Coordination
• Supplier Management
• Stakeholder Management
• Operational Planning
• Onsite Event Delivery
• Multi-cultural Team Collaboration
• Process Improvement
• Microsoft Office Suite
• Salesforce
• Project Management Tools
• Communications Skills
• Organizational Skills
• Problem Solving
• Service Orientation

Languages

English