Event Administration Manager / Event Administration Manageress

Job Opportunity: Event Administration Manager

The Event Administration Manager plays a crucial role in leading the administrative governance and information management framework throughout the full lifecycle of ISU events. This includes everything from the intent to bid and host selection, to planning, production, delivery, financial close-out, and knowledge transfer. Reporting directly to the Chief of Events, this position supports the wider Events team by ensuring that processes, approvals, records, reporting, and event management tools are thorough, current, traceable, and delivered according to established milestones.

This role acts as the operational steward of the Events team's administrative systems and serves as a repository of institutional knowledge. While it does not replace the Event Manager's accountability for specific events, it provides the structure, controls, and cross-functional coordination necessary for Event Managers, Local Organizing Committees (LOCs), ISU Members, and internal teams to plan and execute events consistently.

Key Responsibilities

• Event Bidding & Host Allocation:
  • Oversee the multi-year event bidding calendar, including intent-to-bid communications, deadlines, documentation, and follow-ups with ISU Members.
  • Maintain a comprehensive pipeline of prospective bidders and hosts, tracking expressions of interest, discussions, meeting histories, submitted documents, and decisions.
  • Coordinate the issuance and receipt of all bidding materials, ensuring completeness of submissions and managing clarifications.
  • Facilitate formal checks for each bidding round and prepare accurate status reports for the Chief of Events, management, and Council.
  • Administer communications regarding the outcomes of bidding, ensuring accurate documentation for future cycles.
• Event Planning Governance & Portfolio Reporting:
  • Establish and manage the administrative handover from event allocation to the assigned Event Manager.
  • Ensure consistent use and administration of core planning documents across the event portfolio.
  • Monitor deadlines, dependencies, approvals, risks, and open actions, escalating any gaps to the Chief of Events and relevant Event Manager.
  • Collaborate with the ISU Office Strategic Manager to maintain accurate event reporting and dashboards.
• Systems, Records & Information Management:
  • Oversee the Events team's SharePoint information architecture and document-control standards.
  • Maintain data integrity across various platforms, including SharePoint, Smartsheet, Excel, and Power BI.
  • Develop and maintain structured relationships and history records for bidding and hosting Members.
  • Define templates and standard operating procedures to enhance consistency and efficiency.
• Financial, Contractual & Approval Coordination:
  • Coordinate the administrative processes for centrally funded event expenditures, including the development of SOPs and approval routes.
  • Collaborate with Finance to track event budgets, commitments, and final close-outs.
  • Manage procurement and supplier processes, ensuring compliance with ISU policies.
  • Provide visibility on outstanding financial and contractual actions.
• Production, Delivery & Event Close-Out:
  • Support the transition from planning to production, ensuring that relevant parties have all approved documents and information.
  • Coordinate all administrative readiness for on-site delivery.
  • Drive the post-event close-out process, including capturing best practices and lessons learned.
• Team & Stakeholder Support:
  • Provide high-level administrative support to the Chief of Events and the wider team.
  • Act as a central administrative contact for ISU Members and LOCs during the bidding and planning cycles.
  • Set working standards and oversee work delegated to Event Administration Coordinators.

About You

You are a proactive, detail-oriented professional with outstanding organizational and coordination skills. You thrive in a dynamic international environment, enjoy improving processes, and are dedicated to delivering high-quality work while building strong relationships with diverse stakeholders.

Essential Requirements:

• Minimum of 5 years of experience in event administration, project management, or a comparable role; experience in international sports or multi-stakeholder events is highly desirable.
• Strong understanding of budgeting, financial controls, and records management.
• Proficient in Microsoft 365, particularly SharePoint, Excel, Word, and PowerPoint; familiarity with Smartsheet or Power BI is an advantage.
• Excellent organizational skills and attention to detail, with the ability to maintain accuracy across a high-volume event portfolio.
• Fluent in English; knowledge of additional languages is a plus.
• Willingness to travel and work occasional evenings or weekends associated with event delivery.

Apply online using the form below. Please note that only applications matching the job profile will be considered.