Events and Communications Officer

(1 Year Fixed Term)

ODI

Brussels, Belgium

Application Deadline: November 28, 2024
Department: ODI Europe
Employment Type: Fixed Term Contract
Workplace type: Hybrid
Compensation: €3,895/month

Purpose of Job

Working within ODI Europe, the Events and Communications Officer will support the delivery, coordination and promotion of high-profile, impactful events, stakeholder engagement and our wider communications.

Main Duties and Responsibilities

Supporting event design and delivery

Work with the ODI Europe team to deliver consistently high-quality in-person, online-only and hybrid events, including webinars, panel debates, ‘in conversations’, symposiums, conferences, report launches, roundtable discussions and side-events at major external engagements;
Liaise with partners to ensure that ODI Europe’s contributions to communication strategies and our visibility in project partners' channels are met;
Lead on the coordination and delivery of events, including managing logistics, researching invite lists, circulating invites, managing RSVPs, and liaising with relevant ODI teams and external suppliers;
Plan and facilitate speaker briefings, draft chair notes and provide support with travel and accommodation where needed. Deal with speaker troubleshooting and follow-ups;
Regularly review and maintain ODI events guidelines and standards, providing advice to colleagues on event planning and delivery;
Manage on-the-day events tasks including registration, room setup, badge and nameplate production, online chatroom moderation, interactive digital tool management and video-conferencing;
Respond to email queries and forward emails to correct points of contact;
Coordinate quarterly events monitoring, evaluation and learning process;
Participate in regular events planning meetings and knowledge-sharing sessions;
Draft invitation letters from ODI Europe’s senior management and manage follow-up processes.

Digital

Support the ODI Europe team with the following:

Produce content for the ODI Europe and ODI events newsletter via e-marketing platform Mail Chimp. Design and produce tailored invitations for events;
Coordinate the promotion of events across social media channels;
Update content for the events section on the webpage;
Set up webpages for institutional events using CMS software Wagtail and review, edit and publish webpages for programme-led events;
Produce holding slides, Twitter visuals and other promotional material;
Produce post-event digital packages including videos (YouTube) and podcasts (Soundcloud);
Facilitate event registration and oversee event-related communications through event management software;
Manage chatrooms and interaction with online audiences for major events;
Coordinate design work for sponsorship proposals.

Media and databases

Log event participation and media hits, and produce event insight reports in line with PAC reporting requirements;
Build and maintain event contact lists and mailing lists.

Contribute to effective ODI Europe public affairs and communications more widely

Attend and actively participate in weekly meetings of the ODI Public Affairs and Communications (PAC) team;
Work collegiately with PAC colleagues to facilitate well-coordinated and mutually reinforcing events;
Ensure PAC events schedules are kept up to date with all ODI Europe activities;
Coordinate internal communications – promoting effective coordination and information-sharing around upcoming work and key activities;
Support and advise project researchers on communications to build their capacity where necessary;
Carry out other tasks as specified by ODI Europe colleagues and line managers.

Person Specification

Essential

Strong interest in global affairs;
Experience of supporting high-profile events;
Digitally literate;
Excellent organisational skills;
Ability to prioritise multiple tasks and meet deadlines in a fast-paced work environment;
Ability to liaise with colleagues of different backgrounds and abilities;
Strong written and verbal communication skills;
High attention to detail;
Self-motivated, enthusiastic and proactive;
A strong team player;
Excellent IT skills, with good knowledge of Microsoft Office applications;
Interest in working in an international environment;
Fluency in English.

Desirable

Ability to speak another EU language.

Key relationships and contacts

ODI Europe Director, Senior Communications & Partnerships Manager, Senior Policy Analyst, Senior Programme Manager and other team members;
PAC colleagues (particularly the Communications and Events Manager, Director of Communications, Chief Press Officer, Head of Digital Marketing, Digital Manager and Publications Manager, as well as other staff across PAC);
Audiovisual team;
External contacts.

All staff are expected to

Positively support equality of opportunity both within ODI and externally;
Help maintain a safe working environment and take responsibility for own and colleagues’ Health and Safety;
Undertake such other duties within the scope of their post as may be requested by their manager.

Why should you work for us?

ODI is committed to developing and supporting diverse and inclusive teams of people who share our passion, where we can all be ourselves and succeed on merit. We welcome applicants from a range of diverse backgrounds including those who experience intersectional marginalisation on the basis of their class, race, gender, sexual orientation, ethnicity, religious identity or belief, marriage and civil partnership, and pregnancy and maternity. We also welcome applications from those living with disabilities.

Benefits

Part of a generous remuneration package (including benefits such as: complementary pension scheme/or contribution as percentage of annual salary, allowances/benefits package appropriate to the location of the role, generous a leave entitlement, and enhanced maternity, paternity and family-friendly policies).

At ODI, we believe that a supportive and rewarding work environment is essential for success. Our comprehensive benefits package reflects our commitment to your well-being and professional growth.

For a full listing of benefits, please visit our Careers page.

About ODI

ODI is a leading global affairs think tank. We inspire people to act on injustice and inequality. We focus on research, convening and influencing, to generate ideas that matter for people and planet.

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Don't forget to mention EuroBrussels when applying.

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