Events Officer

URBACT Secretariat
  • Location
    Paris, France
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    May 15

Position description

The Joint Secretariat of the URBACT IV programme is looking for a creative Events Officer to organise and deliver large-scale, ‘out of the box’, impactful and memorable in-person, virtual or hybrid events mainly for representatives of European cities.

Missions and tasks

Event organisation

  • Keep a timeline of all programme events until the end of URBACT IV;
  • Plan the organisation of major communications events as outlined above with Gantt;
  • Chart or other planning tools;
  • Identify locations and venues that can host the URBACT events following specifications and needs;
  • Identify suitable digital formats responding to the needs identified should the event be digital;
  • Organise taskforce meetings with members of the URBACT Secretariat, experts, and when relevant URBACT’s external events agency, to co-design the content and format of the event;
  • Draft communication campaigns for the events;
  • Steer and coordinate with the URBACT’s external events agency that contributes to the delivery of the event (with logistics, graphic identity, renting venue, etc.);
  • Coordinate with other external service providers linked to the organisation of the events;
  • Follow up the logistics, graphic identity, internal and external communication;
  • Make sure that the URBACT events are as low carbon as possible and keep record of the carbon impact of events over time;
  • Make sure that the budget set for each event is respected;
  • Report to the Head of Unit about progress made in the organisation of events and brief the members of the URBACT Secretariat about state of play;
  • Report on the events’ activities and results to the URBACT Monitoring Committee, the Presidency of the EU council when requested;
  • Produce news/communication materials for the URBACT website and other digital channels on the activities and results of each event once it’s over;

Contribution to the programme communication activities

In addition to events, the successful candidate can be requested to contribute the programme’s communication activities, and in particular to:

  • Contribute to external events with submission of applications, stands, etc. (for example European Week for Regions and Cities);
  • Ensure smooth, timely and reliable communication within the team, with other technical teams and with event participants;
  • Design of visuals (GIFs, short videos, infographics) for communication materials for the programme activities (events, publications, presentations of the programme);
  • Draft articles for the URBACT programme to present different activities;
  • Present the URBACT programme and activities to external events;
  • Support URBACT beneficiaries and National URBACT Points in the organisation of their local, network, and national events (with training workshops, online presentations, guides, tools, etc.);
  • Support the members of the URBACT Secretariat in the organisation of small- scale meetings with the URBACT beneficiaries or National URBACT Points;
  • Contribute to the conception of communication and knowledge activities and events (for example policy labs);
  • Support with the implementation of social media strategy;
  • Moderate or facilitate workshops or panels.

Programme implementation

  • Contribute to the preparation, implementation and follow up of the decisions of the URBACT IV Monitoring Committee related to communication activities;
  • Monitor the events’ budget;
  • Meet and monitor the output and results indicators set in the URBACT IV cooperation programme, such as: ‘number of participants in programme- level events aimed at knowledge sharing” and number of people with increased URBACT knowledge due to their participation in programme level events aimed at knowledge sharing”;
  • Report to the URBACT Monitoring Committee about the progress on events two or three times per year, with written and oral presentations;
  • Contribute to the production of the annual implementation reports in accordance with European Commission requirements;
  • Fulfil other competence-related duties assigned by the Director/Head of unit as resulting from the mission and needs of the URBACT programme.

Qualifications & experience

  • A degree in communications and/or events organisation;
  • At least 2 years of experience in organizing large-scale events, preferably in a European or international environment;
  • Experience using online project management and brainstorming tools;
  • Project management experience, coordinating and negotiating with external suppliers;
  • Excellent knowledge of Microsoft Office and the ability to learn new systems rapidly;
  • Experience in another EU programme will be an advantage, as well as knowledge of EU communication rules, EU institutions, urban affairs;
  • Experience with graphic design (Adobe InDesign, Illustrator, Photoshop, Canvas, etc.) and ability to produce in-house graphics will be an advantage.


  • Fluency in English (both written and spoken);
  • Knowledge of French or other EU languages is appreciated.

Skills and abilities

  • Excellent communications skills (both oral and written);
  • Excellent organisation skills;
  • Excellent coordination and negotiation skills;
  • Creativity, thinking ‘out of the box’;
  • Attention to details;
  • Excellent event project management skills;
  • Ability to work with people from different countries and cultures;
  • Team player;
  • Capacity to work in an autonomous way;
  • Ability to handle multiple tasks and deadlines, and work well with others in a fast-paced environment. Should be able to organise and prioritise own work with limited supervision;
  • Availability for frequent travels across Europe, subject to public health restrictions.

Application instructions

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