Event Support (REMOTE)
Client: United Nations
Location: Valencia, Spain, Brindisi Italy or Remote
Estimated Start Date: ASAP
Position: Consultant via IdealStaffs
End of Application: 9th of April 2021
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Our client delivers leading-edge remote and hybrid event platforms that extend the neutrality of UN soil into the digital environment. Through the employment of world-class technologies, they ensure that event organizers, participants and delegates alike are supported throughout the event journey from the initial planning of small and large-scale events through to post-event activities.
We have launched this role in order to select one candidate for the development and delivery of world-class virtual events across the entire event lifecycle for events ranging from 5-10 people to 100,000.
Not only do they provide general support to large numbers of attendees, but concierge services to delegates and senior dignitaries in accordance with UN protocols.
We are seeking to augment our efforts in supporting remote and hybrid events.
Scope of Work / Duties of Consultant:
The Event Support consultant will be under the direct supervision of the event coordinator and will support all aspects of the preparation of the event.
The overall duties and responsibilities of the Event Support consultant will include, but not be limited to, the following:
Support the Event Coordinator in the consultation, preparation, planning, and execution of events
Assist in the development of event schedules
Support attendees and delegates with any enquiries or needs before, during and after events
Coordinate with the broader event team to manage the delivery of key event related elements
Work with remote conferencing, simultaneous interpretation conferencing platforms, and/or video communication platforms (Teams, Zoom, WebEx, Interprefy, Kudo, etc)
Train event moderators, interpreters, and participants when required on the use of relevant event conferencing tools
Provide guidance and training to interpreters, if and when required
Represent event coordinators in client meetings to track status of deliverables and ensure effective and efficient execution of all tasks for events
Support and work with external suppliers in the preparation and execution of events so that their services are executed seamlessly
Draft supporting documents, including timelines, weekly status updates, participants’ guides, logistic notes, etc.
Retrieve, catalogue and distribute all post-event documentation such as chat logs, attendance lists and recordings
Ensure the integrity of event data related to participant details, invitations, etc.
Verify that invitations and supporting event documentation is sent to the correct recipients on time.
Test participants setup, interpretation, materials (presentations, videos), moderation and troubleshooting
Provide technical support and guidance during project implementations • Provide live chat support during live events
Perform support in a 24/7 technical support environment
Drive customer satisfaction with excellent customer service that anticipates and meets needs
Perform webinar and virtual event-related activities, as necessary • Support VIP or Executive participants
Provide other event related operational tasks as assigned by the Service Manager or the Event Coordinator
Required Skills and Experience:
Fluent level of English language (both oral and written)
Organizing events of different nature and scale, especially large-scale, public events
Experience in organizing and coordinating remote events
Experience with live chat support
Strong communication and interpersonal skills;
Proficient IT skills;
Experience in the use of remote conferencing platforms, and/or video communication platforms (eg Teams, Zoom, WebEx, etc);
Strong problem solving, priority setting, and collaboration skills;
Strong organizational skills;
Exceptional interpersonal and negotiation skills;
Ability to work under pressure and to work independently as well as in a team.
Other desirable skills and experience:
Knowledge of another UN language (Spanish, French, Arabic, Chinese, and/or Russian);
Experience in organizing conferences in the UN environment or alternatively, within international organizations or the public sector;
Awareness of administrative processes within the UN environment;
Formal project management experience and certification;
Experience in the use of simultaneous interpretation conferencing platforms (eg Interprefy, Kudo, etc);
Managing large-scale and/or hybrid events.
On-call may be required on an exceptional basis.