International Events Manager - Program Specialist

Founded with the mission of Scholarship and Science for Social Change, the William H. Gates Sr. Institute for Population and Reproductive Health has been a trailblazer for innovation in the fields of family planning, reproductive health, and population dynamics for more than 20 years. The Institute has a strong track record of positive impact - whether through its support of local partner capacity or translating science and evidence into policies, programs, and practice. Its continued success hinges on the Institute's reliance on an expansive global network. Of the more than 370 institutions and local governments the Institute has partnered with since its establishment in 1999, more than 90% are based in the global south. This network allows the Institute to use a synergistic approach to create positive disruptions through its Global Programs.

The Institute features a dynamic, innovative working environment, with opportunities to work with established and emerging leaders worldwide in sexual and reproductive health and rights (SRHR) and gender equity research, advocacy, and program implementation to contribute at a high level to sustainable, positive change for women and men, communities, and countries. Together with locally based partners across Africa and Southeast Asia, the Institute identifies and acts on ideas with the greatest promise to advance universal, equitable access to SRHR.

For more information about the Institute and its global programs and platforms, please visit www.gatesinstitute.org.

We are seeking an International Events Manager - Program Specialistwho will contribute to managing event, programmatic, and logistic support for the International Conference on Family Planning (ICFP) and additional Institute events that feed into the W. H. Gates Sr. Institute's global programs focused on family planning, reproductive health, population dynamics, and gender equity.

The Institute's Anchor Team is dedicated to ensuring the achievement of the Institute's overarching strategic objectives under its five global programs. Since 2009, the ICFP has served as a strategic inflection point for the global reproductive health community, providing a global stage for countries, organizations, and individuals to make important commitments and celebrate achievements as the world's largest scientific conference on family planning and reproductive health. ICFP is a platform for researchers, advocates, governments, and communities; a movement towards achieving access to family planning for all; and a growing community guided by the spirit of partnership, inclusivity, innovation, and scientific rigor.

This Program Specialist will provide key support to the Institute's Director and Senior Program Officer II and the other members of the Anchor team who ensure that the Institute's overall strategic goals are met. Strong communication skills and cultural competency, keen attention to detail, the ability to organize and prioritize tasks, and event planning experience are all essential for this position.

This role will play an integral part in the successful planning and execution of ICFP communications and virtual and in-person meetings and events. It will culminate in a 5,000-person, hybrid scientific conference in November 2025 in Latin America, which will contribute significantly to the Institute's accomplishment of its major goals.

This job will require travel to the 2025 ICFP and may require other domestic and international travel to assist with technical and programmatic activities as directed.

Specific Duties & Responsibilities

Event Planning & Coordination

• Help the team develop comprehensive event plans and timelines specific to Institute events, including ICFP and other events in which the Institute will participate.
• Help garner vendor quotes and work closely with the Institute Finance team to determine the appropriate path forward.
• Help coordinate with internal stakeholders and international partners to define conference and side event objectives, themes, and requirements.
• Help to identify and secure local and international venues, negotiate contracts, and manage relationships with global vendors and service providers in coordination with the Institute Finance team and SPO.
• Assist with travel and logistics for Institute travel grant recipients for event participation.

Logistics Management

• Assisted with all logistical elements, including international transportation, accommodation, catering, and technical equipment.
• Ensure compliance with health, safety, and international event-specific legal requirements.
• Manage on-site event setup, execution, and teardown, focusing on international standards.

Team Leadership

• Help manage a diverse team of event staff, volunteers, and contractors from various countries.
• Provide training and guidance to ensure high performance and adherence to international standards.
• Foster a collaborative and positive team environment across different cultures and time zones and always exude professionalism.

Client & Stakeholder Relations

• Serve as a point of contact for logistics for partners, stakeholders, and attendees.
• Ensure clear and consistent communication throughout the event planning process.
• Address and resolve any issues or concerns promptly and professionally, pulling in all related team members to ensure solutions are agreed upon.
• Answer community emails regarding event logistics.

Budget Management

• Work closely with the Institute Finance team and SPO to ensure all events are executed within budget and cost-effectiveness while considering international financial implications.
• Identify opportunities for cost savings without compromising quality.

Marketing & Promotion

• Collaborate with the communications and marketing team to develop promotional strategies and materials targeting an international audience.
• Work with Communications to utilize social media, email campaigns, and other channels to promote the conference globally and ensure all sponsors and partners receive their contracted promotional elements.
• Help to track and analyze the effectiveness of promotional activities across different regions.
• Research, present, and order promotional and event materials, including signage, awards, premiums, etc.

Pre-, During-, & Post-event Evaluation

• Create surveys and conduct event evaluations to assess success and areas for improvement, considering international feedback.
• Compile and analyze feedback from attendees, clients, and staff from various countries.
• Assist in the preparation of comprehensive post-event reports and recommendations.

Communications

• Assist with compiling materials, including event-related content for reports, documents, guidelines, grants, etc.
• Work with GI Director and Senior Management to draft and disseminate various high-level internal and external materials
• Work with the Communications team to pull and prep elements and information needed to create drafts of design and marketing materials as needed, including graphics, podcasts, and video content
• Coordinate collaboration with GI partners and stakeholders to promote their activities and accomplishments, including virtual events, blogs, newsletters, logo presence, webpages, etc.
• Support activities of the program leads across the Anchor Grant team and the Institute
• Establish processes and track progress across various program and communications activities in collaboration with communications and program leadership
• Provide input on materials, strategies, work plans, and budgets as needed and assist in creating presentations.

Other duties as assigned

• Bachelor's Degree
• Two years related experience
• Additional education may substitute for experience to the extent permitted by the JHU equivalency formula

• 2-3 years of experience with complex, highly confidential student related issues, exceptional interpersonal skills, proven ability to work in a fast paced, challenging environment, and operate fluidly with all levels of University Administration.
• Previous work experience in a college and/or nonprofit environment preferred.
• French language skills

Classified Title: Events Planner
Job Posting Title (Working Title):International Events Manager - Program Specialist
Role/Level/Range: ATP/03/PB
Starting Salary Range: $45,700 - $80,000 annually (commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 8:30am - 5:00pm
Exempt Status:Exempt
Location:Hybrid/School of Public Health
Department name: PFRH Gates Institute
Personnel area: School of Public Health