Position:       Delegate Experience Coordinator

Department:  Whole School, Communications and Advancement Office

Supervisor/Line Manager: Director of Marketing, Communications and Admissions

Time allotment: Part time, fixed term from September to 30 April, 2025         

JOB DESCRIPTION

Purpose

To support delegate & speaker management and general administration for #FOEN25 Conference, and support WAB 30^th Anniversary celebrations as needed.

Guidance: Integrated Marketing and Communications Strategy; and School Strategic Plan

Objectives:

1.     Support the #FOEN25 team, with a focus on Speaker and delegate management and general assistantance to run the project.

2.     Providing support as needed for any 30^th Anniversary celebrations

Background:

“#FOEN25 “ hosted by Western Academy of Beijing (WAB) is a global education conference taking place on 13 – 15 March 2025 on the WAB campus.

The #FOEN25 festival will bring together thought leaders, educators, international school students and alumni from around the world – face-to-face and online. The festival aims to inspire, invigorate, and empower attendees with fresh perspectives and actionable strategies that will evolve our educational landscape.

Job description: Delegate Experience Coordinator

We have an exciting opportunity within our commuications team: We are currently looking for someone who will play a vital role in the day-to-day ‘back office’ supporting  registrations and delegate management. You will work in alongside and with support from WAB’s external event management agency and WAB staff members.

Operating Network

External: International school community, sponsors, delegates, speakers, the Event Management Agency- The Nerve

Internal: #FOEN steering committee, communications and alumni teams, teachers, students and parent community

Main Responsibilities

#FOEN25

• The main point of contact for Conference speakers, exhibitors and participants
• Deal with delegate queries, FAQs and any issues arising
• Deal with Speaker queries, FAQs and any issues arising
• Working with the Communications department to support day-to-day management of the registration platform, in conjunction with the Nerve
• Assisting on specific projects as required
• Administrative duties as required

30^th Anniversary

• Supporting the Head of Alumni in running events and coordinating with other organizers as needed

PERSONAL SPECIFICATIONS

The successful applicant is expected to have the following skills, abilities, knowledge and experience:

Qualifications:

Bachelor degree in Event Management, Project management, Marketing, Communications or relevant academic qualifications;

Experience:

• Experience managing projects or large scale events
• Good understanding of a diverse international community and educational environment
• Experience in working in the non-profit sector is an advantage
• Good understanding of WAB

Skills and abilities:

• Excellent communication, interpersonal skills and ability to develop positive working relationships with internal and external stakeholders at all levels in an intercultural context
• Ability to use online event platforms management (or able to quickly learn with training provided)
• Understanding of data, imports, exports and reports
• Demonstrate ability in handling sensitive issues, grievances and confidentiality
• Demonstrate high level of organization skill, commitment and professionalism
• Excellent communications skills, both verbal and written in English and Chinese is desirable
• Positive and dynamic can-do attitude and ability to self-manage and work independently and collaboratively within and across multiple teams

Working Hours:

• Flexible working hours based on the needs of the projects.

Aligned with the recommendations of the International Task Force on Child Protection, WAB holds itself to a high standard of effective recruiting practices with specific attention to child protection.