ROLE OVERVIEW

• The Events Associate will support the planning, coordination, and delivery of AHAIC 2027, with a focus on conference administration, stakeholder coordination, speaker and delegate support, logistics, and event operations. Working closely with the Events Coordinator, conference workstream leads, Professional Conference Organizer (PCO), and other internal and external stakeholders, the Events Associate will provide day-to-day coordination and administrative support across the conference planning cycle. The role will contribute to the timely delivery of conference activities by maintaining trackers and databases, coordinating meetings and follow-ups, supporting speakers and delegates, and assisting with logistical and operational requirements.
• The successful candidate will be expected to manage assigned tasks independently, maintain accurate records, follow up on actions, and work collaboratively across multiple teams and stakeholders.

KEY RESPONSIBILITIES 

• Support the planning, coordination, and delivery of AHAIC 2027
• Support with Organizing Committee, workstream, and stakeholder meetings, including scheduling, minutes, action tracking, and follow-up.
• Maintain conference workplans, timelines, trackers, databases, and reporting tools to support timely delivery.
• Support speaker management, including invitations, confirmations, documentation, scheduling, and ongoing follow-up.
• Support the coordination of key conference stakeholder invitations, including invitation management, RSVP tracking, and follow-up communications.
• Support VIP delegates throughout the conference lifecycle, ensuring a seamless and exceptional experience from registration and correspondence to conference participation and post-conference engagement.
• Support delegate registration and participant engagement, including responding to enquiries and tracking delegate requirements.
• Coordinate with the PCO, vendors, venues, and service providers on assigned event logistics and operational requirements.
• Coordinate with ICT and Communications teams on registration platforms, event technology, digital tools, website updates, and participant communications.
• Prepare and maintain meeting documentation, reports, briefing materials, event records, evaluations, and post-event reports, ensuring accurate and timely information across workstreams.

Qualifications

• Bachelor’s degree in Business Administration, Marketing, Communications, International Relations, Public Health, Development Studies, or a related field.
• 1–3 years of experience supporting conferences, events, workshops, stakeholder engagements, or similar programmes.
• Experience in event administration, logistics coordination, project support, stakeholder engagement, or communications.
• Experience coordinating with multiple stakeholders, vendors, service providers, and internal teams.
• Strong written and verbal communication skills, with good attention to detail and follow-through.
• Ability to work independently and collaboratively within multicultural and multidisciplinary teams.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, PowerPoint, Outlook, and Teams.