Specialist, Event Management

Please Note: This role requires the ability to work on site 3 days per week per company policy.

The World Economic Forum, committed to improving the state of the world, is the International Organization for Public-Private Cooperation. The Forum engages the foremost political, business, and other leaders of society to shape global, regional and industry agendas.

Why we are recruiting

The World Economic Forum provides its stakeholders with a platform to engage with the Forum, each other, and the public through in-person and virtual events. The Global Programming Group shapes and delivers the Forum’s world-class events, ensuring consistent event architecture and services that support the Forum’s value proposition and impact agenda.

Within the Group, the Event Management team leads the operational planning and delivery of global events. The Event Management Specialist contributes to this mission by coordinating and executing operational activities across event operations, logistics, and delivery, ensuring readiness, effective stakeholder coordination, and seamless onsite execution.

Reporting Lines and Interactions

The Event Management Specialist reports to one of the Event Management Team Leads within the Global Programming Group and collaborates with Event Management colleagues, internal teams, and external partners to support successful event delivery.

Breakdown of Main Responsibilities

Event Operations and Logistics

Plan, coordinate, and execute event operations and logistics services in collaboration with internal and external counterparts. Responsibilities will vary depending on the event and may include the following operational areas:

• Programme Logistics: Coordinate session logistics and venue requirements, including room set-up, technical requirements, catering, interpretation, and related updates within the Forum’s internal platform. Monitor progress, manage changes, and communicate updates to stakeholders.
• Food & Beverage: Coordinate catering arrangements for participants and staff, including special receptions.
• Participant Logistics: Coordinate accommodation arrangements and travel logistics in collaboration with internal teams and external providers.
• Staff Logistics: Coordinate staff registration, travel, visa processes, accommodation, and internal communications.
• Attendants: Coordinate the recruitment and deployment of attendants, assess operational needs, organize logistical arrangements, and support the training of external staff in onsite event support roles.
• Transportation: Plan and coordinate transportation services, including airport transfers, shuttle services, VIP transportation, signage, and maps.
• Freight: Coordinate the shipment and delivery of event materials and equipment.
• Sustainability: Support the implementation of sustainable event practices to minimize environmental impact and reduce waste.

Operational Project Coordination:

• Support operational coordination from planning through onsite execution, ensuring readiness across assigned workstreams by managing timelines, requirements, stakeholders, and service providers.
• Build effective working relationships with internal teams, suppliers, local authorities, and external partners.
• Coordinate procurement and contracting activities related to event services.
• Apply security-related principles and operational procedures throughout event planning and delivery.
• Support internal training initiatives on event delivery processes, tools, and best practices.
• Contribute to post-event debriefs, operational reviews, and continuous improvement initiatives.

Preferred Requirements and Experience

• University degree in Business, Communications, Hospitality, Event Management, Logistics, Operations Management, or another relevant field.
• 3+ years of professional experience in operations, logistics, event operations, or related fields, with exposure to complex operational activities in multi-stakeholder environments. Experience supporting international events is highly desirable.
• Demonstrated experience coordinating operational or logistics workstreams, including collaboration with suppliers and service providers, managing competing priorities, and ensuring high-quality execution from planning through onsite delivery.
• Proven ability to work effectively in multicultural and collaborative environments, with flexibility to adapt to changing priorities and ambiguity.
• Strong stakeholder management and communication skills, with the ability to collaborate across functions and with external partners.
• Demonstrated continuous improvement mindset, with the ability to identify opportunities to enhance operational processes, logistics, and event delivery.
• Strong organizational, coordination, and problem-solving skills, with a proactive and service-oriented approach and excellent attention to detail.
• Proficiency with Microsoft Office applications; experience with Salesforce and project management tools is an asset.
• Fluency in English with excellent written and verbal communication skills; knowledge of French and/or German would be an asset.

Why join us?

Join an independent and impartial organization with over 55 years of connecting leaders to make sense of global challenges and move the world forward together.