Summit Coordinator

Main Duties

Roles and responsibilities 

• To support the Programme and Summit Officer, the World Cities Culture Forum (WCCF) team, Host City team, and city representatives to ensure successful delivery including production logistics such as venues, technical, transport, risk mitigation and translation requirements.
• Attend the Summit and support the event delivery, acting as a key point of contact for production teams and delegates.
• Maintain records and documentation related to the event, including attendance and feedback.
• Assist in tracking event expenses, managing budgets, and ensuring cost-effectiveness in all aspects of event planning.
• Facilitate clear communication between the event management team and key stakeholders, ensuring all parties are informed about event updates and requirements.
• Maintain an overview of the Summit programme of events and panels, updating schedules and programme timings using WCCF systems.
• Coordinate delegate registrations, highlighting delegate requirements, and disseminating information about travel and accommodation arrangements.
• Disseminate information to delegates and speakers in a clear and coherent manner, with high attention to detail, providing support by dealing with enquiries, coordinating responses, and maintaining an appropriate filing system.
• Support sessions recording (scribes) and collection of information from Summit to disseminate a post-summit report.
• Assist in preparing event materials, including badges, information packets, signage, and promotional items.
• Liaise with speakers, panellists and moderators, working with the Programme and Summit Officer to prepare briefings and draft speaking notes.
• Help prepare briefings for speakers, Board members, WCCF team as necessary.
• Ensure the Summit speakers, panellists and moderators are representative of the network and the Global Majority and maintain a critical eye on all aspects of the Summit, ensuring WCCF practices are inclusive and transparent.
• Maintain positive relationships with city partners and act as a friendly and efficient point of contact.
• Coordinate other administration and organisation of the Summit as necessary.

Skills and Experience Required

There are no formal education requirements for this role. If your experience does not match this list but you feel strongly that you have transferable experience and an interest in the work we do, we still welcome your application.

• Experience in event delivery, particularly events designed to professionals promoting dialogue and cooperation.
• Experience in events operations, coordinating aspects such as technical requirements, accommodation, or transport arrangements.
• Experience working with stakeholders to collaboratively plan events.
• Experience evaluating events and projects and making changes based on the feedback.
• Strong organisational and multitasking skills, with ability to prioritise and meet deadlines.
• Excellent communication and interpersonal skills, with a customer service approach.
• Adept at communicating with audiences from a diverse mix of cultures, and ability to create clear and simple messaging.
• Ability to write clear, concise briefing material.
• Confidence using (or learning to use) project management systems.
• Working knowledge of health and safety guidelines and practices for events.
• Some experience working with, or knowledge of, international organisations, or working in international contexts is desirable but not essential.
• Some experience working with and briefing senior leaders and/or politicians is desirable.
• Some knowledge of cultural policy, ideally in a global context.
• Fluency in a second language, particularly Arabic, French, Japanese, Mandarin, or Portuguese, is desirable but not necessary.