Coordinator, Business Project Management (Convenings) (LTE until 31 December 2027)

About the role

The Coordinator, Business Project Management (Convenings) is a newly established role within the Gender Equality Division's Office of the President (OOP).

Responsibilities

• Provide seamless project management, planning, coordination, and preparation for multiple convenings/events.
• Cover logistical support steps from start to finish for convenings/events, partnering closely with investment owners across the division.
• Serve as point of contact for both internal and external collaboration and resolution.
• Support continuous improvement approach to produce creative, inclusive, and impactful experiences for all foundation-hosted offsite events.
• Engage with cross-functional teams (e.g., events team, events registration, travel, and expense) and program teams to ensure events deliver the expected scope and business value and are delivered with quality aligned to programmatic goals.
• Project manage effective partnership with the Foundation’s Travel and Visa team; conduct research on latest country-specific requirements for visa applications, preparing checklists for staff.
• Using foundation templates and resources, draft visa support documents and acquire appropriate signatures for a subset of principals across seven teams.
• Triage, manage, and prioritize tasks to drive timely completion of tasks and deliverables related to convening and visa support responsibilities.
• Work with flexibility, efficiency, enthusiasm, and diplomacy both individually and as part of a team effort. Address issues in an open, constructive, and professional manner.
• Work independently and maintain composure while working within ambiguity and tight deadlines engaging with different work and learning styles.

Qualifications

• Demonstrated experience in either project coordination, business operations, event management, executive administration, or a related role within and fast-paced environment.
• Strong initiative, organizational skills, and ability to work autonomously and cross-functionally while remaining flexible to changing tasks, priorities, and roles and responsibilities.
• Broad job knowledge of basic project management practices and tools.
• Demonstrated conflict resolution and on the fly solutioning – a keen solution finder & executer.
• Practical knowledge of how to synthesize multiple data sources and manage personalities while keeping tasks and projects on time.
• Practical knowledge of setting priorities and meeting deadlines while balancing the needs of multiple projects and delivering high-quality work.
• Practical knowledge in conducting minor AV troubleshooting.
• Excellent attention to detail.
• Able to anticipate needs and provide suggestions related to logistic planning.
• Demonstrated emphasis on continuous process improvement.
• Demonstrated knowledge of how to build and maintain productive working relationships in matrixed environments.
• Experience leading multiple projects simultaneously, including project definition, planning and scoping the work, and coordinating and developing appropriate solutions.
• Experience planning and executing events across diverse international environments while accounting for local customs, infrastructure, and stakeholder needs is desirable.
• Excellent oral and written communication skills; must be able to communicate effectively with internal and external contacts and can adjust to a wide variety of working styles.