Events Management Associate (5734)

The Asian Infrastructure Investment Bank (AIIB) is a multilateral development bank whose mission is Financing Infrastructure for Tomorrow in Asia and beyond—infrastructure with sustainability at its core. We began operations in Beijing in 2016 and have since grown to 109 approved members worldwide. We are capitalized at USD100 billion and AAA-rated by the major international credit rating agencies. Collaborating with partners, AIIB meets clients’ needs by unlocking new capital and investing in infrastructure that is green, technology-enabled and promotes regional connectivity.

The Events Management Associate carries out the analytical review and execution of events management activities, specifically supporting the Bank’s Annual Meeting of the Board of Governors and other high-level events. The provision of analysis and effective coordination of services is critical to sustaining high-level engagement, creating an excellent participant experience, and ensuring the attainment of event goals to safeguarding the Bank’s governance and shareholder relations.

Responsibilities:

Purpose
-    Explore and engage in events management, including program, logistics, sourcing/procurement, production, etc. ensuring alignment with corporate policies and standards. 
-    Identify key issues in the design and execution of event plans and recommend improvements aligned with the Bank’s strategy, culture, priorities, and branding.
-    Collaborate and support approaches to integrate event sustainability into the planning and implementation of the Bank’s Annual Meeting and other high-level events.
-    Coordinate and assess event plans and proposals to ensure that messaging, styling, and execution are consistent with the Bank’s strategy, culture, and branding.
-    Provide insights on the implementation and planning of Member, Board, and staff engagement events to support the attainment of target results.

Engagement
-    Prepare and present information to senior management on issues that may arise for high level events, public seminars, guiding decision making and the adjustment of implementation plans.
-    Engage and coordinate with internal and external stakeholders on requirements for the effective implementation of events ensuring alignment of deliverables with expectations and core messaging. 

Delivery
-    Provide support in planning, coordinating, and implementing corporate events, including the Annual Meetings.
-    Develop and execute event timelines and action plans to ensure successful delivery of all objectives and meet expectations.
-    Communicate effectively and in a timely manner with internal and external stakeholders to ensure smooth event implementation.
-    Engage with speakers and event focal persons on the execution of public seminars, iden-tifying requirements, deliverables, and timeframes.
-    Collaborate with teams to develop event content and programs that align with the event's purpose.
-    Initiate and oversee procurement projects related to events, following corporate procure-ment policies.
-    Negotiate with event vendors, prepare budget memos, monitor expenses, and manage post-event reconciliation and payments.
-    Support the management of registration, travel, accommodation, and other logistical preparations for Annual Meetings and other corporate events.
-    Conduct post-event evaluations to assess outcomes, compile reports, and identify areas for continuous improvement and institutional memory.
-    Maintain up-to-date archives and databases of event documents, working files, contracts, and other relevant materials.
-    Undertake any other related tasks or assignments as assigned.
-    Bring rigor to the evaluation of events and delivery of post-event outputs to identify areas for improvement supporting the attainment of target results.
 

Requirements:

-    University Degree in public administration, international relations, events management, business administration or a related discipline.
-    At least 3-5 years of experience in international events management, delivering various events with high-level participants, such as conferences, road shows, and meetings with a global scope.
-    Fluency in English essential to communicate in writing and speaking.