Events Associate

Role Overview

The Events Associate will help turn the plans for AHAIC 2027 into a well-coordinated conference, supporting the work from early preparation through delivery and follow-up. Working with the Events Coordinator, conference workstream leads, the professional conference organiser, and other partners, the Associate will keep information and actions moving while helping speakers, delegates, and VIP guests navigate the event.

Key Responsibilities

• Provide day-to-day coordination and administrative support for AHAIC 2027 planning and event delivery.
• Arrange meetings for the Organizing Committee, workstreams, and stakeholders; prepare minutes, record decisions, and monitor follow-up actions.
• Keep conference schedules, workplans, contact databases, progress trackers, and reporting records current and accurate.
• Coordinate speaker communications, including invitations, confirmations, schedules, required documents, and follow-up.
• Track invitations and RSVPs for key stakeholders, and provide timely responses and follow-up communications.
• Assist with delegate registration and enquiries, and coordinate support for VIP participants before, during, and after the conference.
• Work with the professional conference organiser, venues, vendors, and service providers on assigned logistics and operational needs.
• Liaise with ICT and Communications teams on registration systems, event technology, digital tools, website updates, and participant communications; prepare briefings, reports, evaluations, and post-event records.

Requirements & Qualifications

• Bachelor’s degree in Business Administration, Marketing, Communications, International Relations, Public Health, Development Studies, or a related discipline.
• One to three years of experience supporting conferences, events, workshops, stakeholder engagement, or comparable programmes.
• Practical experience in event administration, logistics, project support, stakeholder coordination, or communications.
• Ability to coordinate effectively with internal teams, vendors, service providers, and diverse stakeholders.
• Strong written and spoken communication, careful attention to detail, and dependable follow-through.
• Comfort working both independently on assigned tasks and collaboratively in multicultural, multidisciplinary teams.
• Proficiency with Microsoft Office, especially Word, Excel, PowerPoint, and Outlook.