Event Coordinator

Há 6 dias

Lisboa, Portugal Spektrum Tempo inteiro

Spektrum has a wide range of exciting opportunities in several global locations. We are always looking to add great new talent to our team and look forward to hearing from you.
Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.
Who we are supporting
The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.
The NCIA provides a wide range of services, including:
Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.
The program
Assistance and Advisory Service (AAS)
The NATO Communications and Information Agency (NCI Agency) is NATO's principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.
To provide these critical services, in the modern evolving dynamic environment, the NCI Agency needs to build and maintain a high-performance engaged workforce. The NCI Agency workforce strategically consists of three major categories: NATO International Civilians (NIC's), Military (Mil), and Interim Workforce Consultants (IWC's). The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.
Role Background
The NATO Communications and Information Academy (NCI Academy) located in Portugal, Belgium, and The Netherlands reinforces NATO's technological edge through excellence in Cyberspace learning.
The NCI Academy has the Academy Learning Environment, which is the toolset associated with all back-end learning and development activities, the transfer of knowledge from trainers to students, and the support of the student learning process. To secure the Academy Learning Environment, there is a team responsible for all activities related to the operation and maintenance of this infrastructure. In addition to setting up courses, maintaining them, and deploying them as they iterate, the team is also responsible for running projects to ensure that the Academy Learning Environment is state of the art.
The NCI Academy is looking to outsource the Complementary Learning Opportunities Coordinator function.
Role Duties and Responsibilities
Creation of CLO Processes:
Develop and map processes for the creation and execution of CLO forms for all types of customers, including ongoing revisions and updates as needed.
Promotional Materials Management:
Assist in the creation, management, and requesting of promotional materials for CLOs, including invitations, signage, programs, and other related materials.
CLO Logistics Coordination:
Coordinate or assist in organizing logistics for CLOs, including but not limited to transportation, catering, and audio/visual requirements. This will involve liaising with internal departments and external vendors.
Execution of Communication Plan:
Execute the communication plan, ensuring regular communication with CLO Points of Contact, NCI Academy Enabling departments, vendors, sponsors, and other stakeholders through emails, phone calls, and other appropriate methods.
Develop communication materials, including press releases, newsletters, and website content tailored to each CLO event.
Sponsorship Package Creation:
Create sponsorship packages for each CLO as needed and liaise with potential sponsors.
Timeline and Schedule Management:
Establish timelines and schedules for each CLO, ensuring that all relevant parties are informed and that deadlines are met.
Venue Setup and Breakdown:
Support the setup and breakdown of CLO venues, including furniture arrangement, decoration, and equipment management (e.g., rentals, audio/visual setup).
Budget and Expense Management:
Assist in managing CLO budgets, track expenses, and reconcile invoices post-event, ensuring accurate financial reporting.
Develop an outsourcing plan for specific services required for CLOs as necessary, ensuring seamless delivery of outsourced tasks.
On-site Support for CLOs:
Provide on-site support during each CLO event, managing registration, welcoming attendees, and addressing any issues that may arise during the event.
Post-CLO Evaluation:
Conduct post-event evaluations to collect feedback from attendees, assess the success of the event, and compile evaluation reports for internal review.
Record Management:
Maintain accurate and up-to-date records for each CLO, including attendee lists, vendor contracts, financial records, and other pertinent information.
Additional Tasks:
Undertake any additional tasks as directed by the CLO Coordinator or Supervisor as part of the overall support for CLO activities.
Essential Skills and Experience
Strong written and verbal English communication, organizational, and interpersonal skills
Familiarity with event planning software and technology
Capable of multitasking and prioritizing in a dynamic environment
Desirable Skills and Experience
Creative thinker with innovative solutions to challenges
Keen attention to detail and strong problem-solving capabilities
Willingness to work flexible hours and travel as needed
Proven customer service and client relationship skills
Education
Bachelor's degree in Event Planning, Hospitality, or a related field with 2+ years of experience OR 6+ years of relevant experience without a degree.
Business English proficiency.
Working Location
Oeiras, Portugal
Working Policy
On-Site
Travel
Some travel to other NATO sites may be required.
Security Clearance
Valid National or NATO Secret personal security clearance.

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