Event Manager

3 days ago

Oslo, Oslo County, Norway CEPI (Coalition for Epidemic Preparedness Innovations) Full time

Department: Research and Development Executive Directors Office

Location: Oslo, Norway or London, UK

Close date: 2/13/2025

About CEPI

Launched in 2017, the Coalition for Epidemic Preparedness Innovations (CEPI) is an international coalition of governments, academic, philanthropic, private, public, and intergovernmental institutions whose vision is to create a world in which epidemics and pandemics are no longer a threat to humanity. Our mission is to accelerate the development of vaccines and other biologic countermeasures against epidemic and pandemic threats so they can be accessible to all people in need. CEPI played a central role in the global response to COVID-19, creating the world's largest portfolio of COVID-19 vaccines – seven of which are approved for global or domestic use - and co-leading COVAX, the global initiative to support equitable access which supported the delivery of over 2bn vaccine doses globally.

As COVID-19 has demonstrated, emerging infectious diseases represent an existential threat to our way of life. COVID-19 is not the first pandemic of the 21st century, and unless we act now, we can be sure that it will not be the last. Unlike some of the other big threats that humanity faces, we have the tools to systematically reduce and even eliminate the risk of future pandemics. It is vital that we capitalise on the rare alignment of political will, practical experience, and technical and scientific progress emerging from the pandemic to prevent such devastation happening again. CEPI's five-year plan for 2022-2026 – known as CEPI 2.0 - aims to dramatically reduce or even eliminate the future risk of pandemics and epidemics. Central to the plan is CEPI's goal to accelerate the time taken to develop safe, effective, globally accessible vaccines against new threats to just 100 days.

About the role

This role will support the Head of Events in the planning and delivery of global in-person, hybrid, and virtual events from conception to delivery within the Research and Development department. Ensuring excellent customer experience and engagement as well as internalizing intel and opportunities to CEPI. Our in-person events are not-for-profit and often take place in low-resource settings with delegates travelling from across the world to attend. The Events team currently consists of a Head of R&D Events and Admin supported by two R&D Event Managers. This is a 9 month fixed term contract. We prefer candidates who are available immediately.

Responsibilities

  • Provide beginning-to-end event management; planning and scheduling of events (e.g. conferences, workshops, panels etc), overseeing the smooth operation of the day and post-event, including administrative and logistical tasks (e.g. booking venues, tracking invitations, arranging catering, coordinating travel) and associated budget monitoring.
  • Build, oversee and host online events / courses through our virtual events platform.
  • Principal liaison with contractors, hotels, exhibition centres, committees, and speakers.
  • Attending global in-person meetings to ensure seamless delivery of event logistics.
  • Establish strong working relationships with global stakeholders (e.g. non-/government organizations & agencies, industry partners, trade associations etc) and external vendors, including professionally managing calls and emails as their first point of call.
  • Professionally handle delegate queries, including creating communications and dealing with online and face-to-face queries.
  • Collaborate with other CEPI teams, including the Communications and Connect teams to ensure that events, stakeholder networking and courses are promoted effectively and internalizing relevant intel and opportunities across CEPI accordingly.
  • Manage all distribution of materials ensuring all written copy, material and product related information is correct.
  • Support internal coordination and prioritization of CEPI R&D division attendance at conferences and global events, ensuring that we maximise the impact of staff attendance for CEPI goals.
  • Drive improvement by coming up with suggestions to enhance the success and impact of the events team.

Education, Experience and Competence

  • Bachelor's degree or equivalent level of education or experience, preferably in a global biopharma/public health arena.
  • Minimum five years of experience in event development or project management for face-to-face and online events or similar role (essential).
  • Possess people skills as well as strong organisational, communication, analytical and mathematical skills. The individual must be able to work harmoniously and independently on a wide range of projects.
  • Proven experience of supporting a number of teams with competing workloads.
  • Experience in delegate management and registration systems and online platforms to host meetings (preferred).
  • Experience in leading projects.
  • A strong collaborative and professional approach with the ability to quickly build and maintain good working relationships.
  • Demonstrate excellent written and oral communication skills with good attention to detail.
  • Excellent organizational and time management skills with ability to multi-task effectively.
  • Diplomacy, tact, and flexibility to adapt to dynamic needs, with a willingness to learn and develop.
  • Able to work as part of a team but also independently, taking initiative and willing to accept direction and seek guidance when required.
  • Good judgment and has the ability to handle confidential information with discretion.
  • Proficient in Microsoft Office and IT Systems.

What we can offer you

  • Experience in the international effort on developing vaccines against emerging infectious diseases and accelerating vaccine development response to outbreaks.
  • The opportunity to work together with leading internal and external experts on solutions for global challenges.
  • A diverse and inclusive working environment.

Background verification will be conducted to verify information provided in the CV and available documentation for the successful candidate.

Interviews will be conducted on a rolling basis. Preference will be given for candidates who can start immediately.

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