Event Coordinator

Deadline for application: 22 June 2021

Location: Geneva, Switzerland

Reporting to: co-chairs of global retreat

Type of contract: part-time consultant or temporary employee

Start date: 1 July 2021 – 1 September 2022

About Oak:

Oak Foundation commits its resources to address issues of global, social, and environmental concern, particularly those that have a major impact on the lives of the disadvantaged.

Through our grant-making, we support others to make the world a safer, fairer, and more sustainable place to live. With offices in Europe, India, and North America, we make grants to organisations in approximately 40 countries worldwide.

Background:

Oak Foundation holds a Global Retreat for all its staff every five years. Our hope is that the next Global Retreat will provide us with the space to:
• inspire and drive us to elevate Oak’s mission in the world;
• learn from each other and gain new skills;
• explore challenges and opportunities to define our role in building positive change; and
• connect and strengthen our internal networks, work smarter, and build bridges.

We are searching for a coordinator for our Global Retreat, which will take place from 18-22 July 2022. The event will take place at the Hotel Intercontinental in Lyon, France. We are looking for someone to work as follows:
1. 60 per cent from July 2021 to February 2022
2. 100 per cent from February 2022 to September 2022

The responsibilities for the retreat are described below. If time allows, the coordinator could also be requested to assist on other events and activities that take place within the foundation.

Responsibilities:

Pre-Retreat responsibilities

The coordinator fills an important role in planning the Retreat. During the first few months, the coordinator’s primary job is to help the co-chairs to: book vendors (i.e., photographer and writers, etc.) for activities and events; organise dinners and activities at the event location; take meeting minutes; follow up on requests; and coordinate the various exploratory meetings of the committee and subcommittees.

In addition to the above, the coordinator’s job is centred on creating an organisational system to facilitate the work of the committee members and others. These tools should help map all relevant information for participants.
The coordinator also: creates a working budget; drafts communications to staff for co-chairs; drafts a survey to register guests to the Retreat; creates food allergy records to tailor catering; finalises all logistics for speakers and special guests; coordinates with vendors; drafts agreements; and creates schedules for deliverables.

A few months prior to the Retreat, the coordinator: finalises all agreements with vendors and speakers; collects bios and information to be used in the programme; provides draft material for the formal programme for internal and external guests; and maps Retreat logistics, which involves several weeks of organising and coordinating with committee members, hotels and vendors.
The coordinator will be expected to travel a few times from Geneva to Lyon, the conference site, to visit the venue and potential locations for events.

Retreat responsibilities

The coordinator’s main job at the Retreat will be to make sure that all of the logistics, which will be carefully planned, fit together seamlessly at the Retreat. During the Retreat, the coordinator will be responsible for all aspects of the lodging, vendors and venues (including ensuring and trouble shooting any IT needs in the meeting rooms). The Retreat coordinator also act as an “event producer” during the Retreat and needs to manage the technical needs of staging several sessions in one day.

Post Retreat responsibilities

With assistance from a co-chair and President, the coordinator will: finalise all invoices; present a final budget to the Director of Administration and President; assemble all photographic records; liaise with speakers/presenters; draft surveys and a survey report; and gather all communication material needed for a final Retreat report, among other tasks.

Position requirements:

The ideal coordinator will have:
• extensive event planning experience;
• high attention to detail;
• the ability to travel to Lyon, France;
• the ability to juggle a wide range of responsibilities that may demand ongoing reprioritisation;
• demonstrated ability to work both independently and as part of a team;
• poise, maturity, warmth, curiosity, humility, and a good sense of humour;
• excellent oral and written communication skills in English and French. Region-specific expertise would be an asset;
• demonstrated openness and capacity to learn quickly;
• excellent computer skills (Office, e-mail, database management, desk research); and
• committed to Oak’s organisational values.

How to apply:

To apply, please send your curriculum vitae and a covering letter by e-mail only to – commdept@oakfnd.org no later than 22 June 2021. In the subject line please put Retreat coordinator – Oak. Applicants must be able to work as a consultant in Geneva, or have an EU or Swiss nationality or valid work permit. Please note that we will only be contacting shortlisted candidates.

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