Meeting Coordinator
International Baccalaureate
This job is no longer accepting applications
See open jobs at International Baccalaureate.See open jobs similar to "Meeting Coordinator" Greater Rotterdam – The Hague area.Job Description
Salary between 40.825 - 56.134 Euro annually (incl.) or 26.367 - 36.253 GBP annually (incl.)
Job Type: Full-Time
Permanent, initial contract 1 year
Location: IB (International Baccalaureate®) Global Centre, The Hague or Cardiff
Hybrid working opportunity
About the IB
If you're looking to work for a global organisation with a meaningful mission, and with colleagues all over the world, then the International Baccalaureate® (IB) may have the ideal opportunity for you! The International Baccalaureate provides world-class educational services to over 5,500 schools across 159 countries. A career at IB is not just a job; it’s an opportunity to work with an innovative world leader in education services and contribute to our 50-year mission of creating a better and more peaceful world. Apply now to join our global organisation where we empower our employees to thrive and make a difference.
About the job
This role will work in a team of 3, reporting to the Global Travel Manager. The Meeting Coordinator role is vital to the successful planning and execution of organizational meetings and events within the IB Global Travel Team, based in the Strategy and Transformation Office. The position ensures efficient logistical and administrative support for internal meetings, leadership engagements, and the IB Board of Governors’ travel and meeting requirements. This role supports the organization’s mission by enabling seamless coordination and fostering a collaborative environment.
Role and responsibilities
Meeting Coordination
- Manage logistics, including scheduling, venue booking, catering, and equipment setup.
- Liaise directly with hotels and collaborate with Meetings and Events agencies to ensure smooth arrangements and high-quality service.
- Act as the main point of contact for meeting-related enquiries and coordination.
- Plan and execute internal and external meetings across the organization.
- Ensure all meetings and events comply with the IB’s Meetings and Events Policy, maintaining consistency and quality across all arrangements.
Board of Governors Travel & Meeting Support
- Collaborate with the IB’s Travel Management Company to arrange travel, accommodation, and transportation for the Board of Governors.
- Coordinate with the Secretariat to ensure all meeting requirements, including agenda preparation, material distribution, and venue arrangements, are met efficiently and accurately.
- Manage the Board members’ travel itineraries, ensuring alignment with organizational policies and budgets.
- Provide on-site support for Board meetings, which includes being available to travel to meeting locations as required and flexibility to work outside standard business hours to accommodate global time zones and address urgent meeting needs.
Supplier Management
- Liaise with external service providers such as transportation, catering, meeting and event agencies, and venue operators to ensure smooth execution.
- Support supplier selection, contract negotiations, and relationship management.
- Manage payments to suppliers, ensuring timely and accurate processing in line with organizational policies and budgets.
Administrative Support
- Maintain and update meeting databases, process invoices, and compile reports.
- Take minutes and track action points from key meetings as needed.
Travel Coordination Assistance
- Provide backup support for global travel bookings, ensuring compliance with travel policies and efficiency.
- Assist in compiling travel itineraries for staff and executives.
About you
Knowledge and Experience
- Bachelor’s degree in Event Management, Hospitality, Business Administration, or a related field preferred.
- Proven experience in event coordination, meeting management, or administrative roles.
- Prior experience with supporting high-level executives or boards is advantageous.
Technical and Soft Skills
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and event management tools.
- Strong organizational and multitasking skills with attention to detail.
- Professional communication skills, both written and verbal.
- Adaptability to dynamic work environments and global time zones.
In addition to your salary, we offer an attractive range of benefits including: [Will vary by region]
- Employer pension contribution
- 25 Days annual leave, plus public holidays, with the choice to buy up to 5 days additional annual leave
- Life assurance
- Flexible working hours
- Excellent continuous professional development
- 1.5% Flexible benefits allowance
Applications will be accepted until 27 January 2025.
Diversity and Inclusion Statement: We are committed to building a working environment that values respect, diversity, and compassion. The International Baccalaureate is proud to be an equal opportunities employer and we welcome applications from all suitably qualified applicants.
Job Info
- Job Identification 1270
- Posting Date 01/13/2025, 06:32 AM
- Apply Before 01/27/2025, 06:32 AM
- Job Schedule Full time
- Locations The Hague Geneva Cardiff
This job is no longer accepting applications
See open jobs at International Baccalaureate.See open jobs similar to "Meeting Coordinator" Greater Rotterdam – The Hague area.