Overview
Provide administrative and operational support to ensure the effective implementation of revenue-generating events and related activities.
Key Responsibilities
- Coordinate all administrative aspects of event planning and implementation, including participant communications.
- Provide administrative support at the project level.
- Coordinate, plan and facilitate meetings.
- Support the development, maintenance, and implementation of standard operating procedures (SOPs) for event management.
- Monitor timelines and ensure compliance with established procedures and internal controls.
- Manage the ICAO Events Calendar tool.
- Maintain and update procurement contracts.
- Generate reports and analytics to support revenue tracking and outreach efforts.
- Process event registrations, including validation of participant information.
- Review and verify eligibility criteria and payment confirmations.
- Coordinate the issuance of event credentials and maintain accurate registration records.
- Provide support to participants regarding registration inquiries.
- Set up and maintain event webpages and registration platforms.
- Configure and manage event applications and digital tools.
- Liaise with external suppliers and service providers.
- Monitor vendor performance.
- Manage all outbound communications pertaining to events.
- Maintain BDU electronic files and ensure correspondence and BDU documentation are classified, filed and stored electronically.
- Utilize digital tools and collaboration platforms.
- Identify and propose process improvements.
- Draft documentation including letters, memoranda, reports, e-mails, mission reports.
- Arrange documents for translation with a mark-up for electronic submission, coordinating with language sections and the ICAO Document Management Office (DMO).
Required Experience
- Minimum of four (4) years of progressively responsible experience in administrative support and event coordination roles, preferably within an international organization or public-sector environment.
- Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint.
- Ability to draft clear administrative documentation and correspondence.
- Experience as a problem-solver in a fast-paced, multicultural, and dynamic environment.
- Manage multiple tasks and deadlines, with a passion for events administration.
- Experience in CRM systems and database management (desirable).
- Experience working with online registration systems and event platforms (desirable).
- Tech-savvy, ability to navigate in a digital environment (desirable).
Qualifications
- College of General and Vocational Education (CEGEP) diploma or equivalent is required.
- Supplementary training in office administration, business management, or event coordination (desirable).
