Job Type: Permanent, Full-time
This position requires at least 30% travelling and at least 10 years of experience in the events management industry is preferred.
About the IB
If you're looking to work for a global organization 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 organization where we empower our employees to thrive and make a difference.
About the Job
The PD Delivery Logistics team manages the logistics for all educator professional learning workshops, hosting over 10,000 + workshop participants in hotels and schools across each region. This position oversees the negotiation of hotel contract negotiations and procurement each year for Regional & On Demand Workshops, held across the region.
The PD Delivery Logistics Manager oversees the organizational details for all events within the region including workshops held at hotels and on school campuses. Specifically, the PD Delivery Logistics Manager and the team manage event registrations, coordinate logistics with schools, procure and negotiate hotel contracts, food and beverage prices, meeting room rentals, and attrition.
Key Responsibilities
Oversee the Operations of PDD Delivery Workshops
- Hotel contracts, venues, travel, food & beverage prices, room rentals, are negotiated appropriately and within budget.
- Hotel, event venues are booked within the timelines defined in the project plan.
- Manage risk through emergency planning of protocols and procedures with staff including proper insurance coverage as well as incident reports
- Lead weekly staff meetings to review workshop experiences, share any updates that impact daily operations, and allow time for sharing best practices, idea’s, etc.
- Coordinate with IBEN training leads on the delivery of IBEN training events, leveraging workshop venues and contracts to ensure within budget parameters.
Event Financial Data Reporting and Analysis
- Contribute to the development of global Logistics processes to increase efficiency, cost effectiveness, and stake holder satisfaction.
- Financial data and department KPI data are gathered and presented monthly to the Head of Professional Development Delivery upon request in an accurate and timely fashion.
- Reports are monitored on tracking workshop attendance and decisions (such as capacity utilisation, workshop/session cancellations, participant and leader feedback etc.) are made based on the analysis of data.
On-line Registration Management
- Responsible to oversee the line management of ’the region’s online registration team members to include number of events and registration fee revenue.
- Collaborate with Global Registrar Lead for future event management system functionalities in order to help streamline registration for IB globally, improve on meeting external stakeholder needs and maximize the use of staff time.
Financial/Budget Management
- Forecast and manage expenditure side of budget to achieve financial goals within the IB’s annual operating cycle to ensure best value and compliance with financial guidelines for the department.
- Review event forecast reports on a daily basis to ensure PD is on track for attaining expected margins and alert PD Delivery Senior Manager of any events that are in danger of not performing on target.
Event Quality Assurance Management and Strategic Planning
- Attend quarterly Quality Assurance meetings to review QA results across departments and identify trends and resolutions to quality concerns.
- Review Event Associates/Specialists post event reports outlining successes and areas of improvement covering areas of venue, workshop leaders, event communications, participant experience, etc.
About you
- Bachelor's degree required and/or a combination of experience, education and training that would provide the level of knowledge and ability required for the position.
- Proven experience in hospitality, large event planning and hotel contracts, or related area of expertise.
- Certified Meeting Planner (CMP) preferred.
- Significant successful experience in negotiating contracts and dealing with hotels and vendors and procedures and details associated with executing large events in excess of 100+ participants.
- Knowledge of financial management, budgeting and cost control procedures.
- Must be highly motivated and develop and lead a team.
- Excellent negotiation skills; maintaining highest quality standards against cost effective measures.
- Ability to work within a fast paced environment to meet deadlines, multitask and cope with multiple activities.
- Ability and willingness to travel domestically and internationally.
In addition to your salary, we offer an attractive range of benefits:
- 20% employer's CPF contribution
- S$1200 yearly flexible credits
- Minimum of 20 Days annual leave, plus public holidays, with the choice to buy or sell up to 3 days additional annual leave using flexible credits
- Life assurance 2x annual salary
- Flexible working hours due to nature of work
- Organisation sponsored learning opportunities for professional development
- Corporate passes to Singapore Zoo, River Wonders and Gardens By The Bay
