Kenjya-Trusant is seeking a candidate to fill the role Event and Communications Specialist to support our Department of State (DOS) client. Candidate will work directly with the OES/STC office, U.S. Department of State (DoS) to provide administrative, event, and communications support to advance U.S. foreign policy goals pertaining to global science, technology, and innovation.
DUTIES AND RESPONSIBILITIES:
Working under the direction of the Deputy Director and Office Director, the Events and Communications Specialist supports the OES/STC office by:
- Collaborate with SP and IP team stakeholders to identify meeting objectives, define key logistical criteria and expectations, and devise a timeline for executing activities.
- Coordinate with STC office, OES bureau, and department and embassy staff to socialize meeting objectives, dates, timelines, and identify opportunities and potential challenges to implementation.
- Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.
- Conduct research, make site visits, and find resources to help staff make decisions about event possibilities; create invitee list; work with printer and designer to develop event invitations; send out invitations and manage RSVP list; manage correspondence.
- Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate setup to meet the quality expectations of the client.
- Propose new ideas to improve the event planning and implementation process, serve as liaison with vendors on event-related matters, assist with managing onsite production and clean-up for events as necessary.
- Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
- Close out all events as required, calculate budgets and ensure they are adhered to; initiate, coordinate and/or participate in efforts to publicize event.
- Schedule speakers, vendors, and participants, coordinate and monitor event timelines and ensure deadlines are met.
- Ensure compliance to budget, expenses, and reconciliations on a per event basis; assist with preparing budgets and provide periodic progress reports to staff directors for each event project.
- Ensure the timely availability of supplies and services which may include - printing of invitations, marketing of the event (hoardings and brochures in case of large-scale events like exhibitions and fairs), security, transportation, audio-visual equipment, etc.
- Monitor the final event to make sure that everything is happening exactly in the same manner as the client expected it to be. If there are any problems, the planner should be ready with plan B. Confidence and quick decision making is needed for this task.
- Meet participants, hosts, embassy staff, and State people invited in the event, and take feedback from them regarding their experience and satisfaction.
- Work with exhibitors, sponsors, and others to ensure their needs are met and they are serviced well, while maintaining the core priorities of the direct client.
- Attends trainings on work-related duties, as need arises
Other Duties as Assigned
- Performs other duties in support of program team activities, as needed.
- Assists with administrative and communications support of OES Front Office or other OES offices, on temporary basis as needed.
IDEAL QUALIFICATION REQUIREMENTS:
- Education in international affairs and communications, and an interest in public service.
- Experience working with multiple stakeholders to develop and execute events.
- Have familiarity with the Department of State policies and procedures.
QUALIFICATION REQUIREMENTS: Excellent interpersonal and oral and written communication skills. Excellent customer service skills. Strong organizational skills and attention to detail, including follow-up on pending tasks Ability to operate significantly under own initiative and as part of a team, crafting proposals and recommending effective approaches to tasks with minimal guidance. Ability to work with a wide variety of actors, including other STC, OES, State, Embassy, and inter-agency colleagues as well as outside visitors and partners. Ability to schedule meetings via Outlook General word-processing skills
Please note all candidates are required to provide the previous five (5) years of employment history as well as their most recent paystub for the purpose of salary verification.
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