Office Administrator and Conference & Events Coordinator (m/f/d)

  • Berlin, Germany


  • Full-time, > 2 years experience

    Job Level

  • Arbeitsbeginn : 01.06.2023


  • Bewerbungsfrist : 31.05.2023


The International Institute for Strategic Studies (IISS), the world’s leading international think tank for global security issues, is seeking to appoint an energetic and experienced

Office Administrator and Conference & Events Coordinator (m/f/d)

who can quickly get to grips with a challenging workload and demonstrate their talent at the highest level.

The post holder will work in the IISS-Europe office in Berlin but will collaborate with event management colleagues in other IISS office locations such as Bahrain, London, Singapore, and Washington DC.

The ideal candidate will be a high performing individual with excellent communication skills, great attention to detail and the ability to hit the ground running.  They must have office administration experience as well as extensive experience in managing delegate procedures for international conferences and demonstrable event management experience.

Key Duties

  • Provide administrative support to the Executive Director and Managing Director in organizing travel, booking flights and accommodation, arranging transportation and other office management duties as required.
  • Arrange meetings, preparation and distribution of papers, and following up on required actions.
  • Monitoring and maintaining office supplies.
  • Other ad-hoc administrative duties.
  • All communication with participants to include issuing invitations, monitoring and logging responses using the IISS CRM, managing telephone and email queries.
  • Management of all logistical elements relating to in-house and international IISS-Europe events, to include sourcing venues, travel and accommodation, AV requirements, co-ordination with IT team, catering and venue support services.
  • Co-ordination of a wide range of events concurrently; updating relevant monitoring documents to ensure all stakeholders and relevant staff are kept informed of progress.
  • Co-ordination of event suppliers with good negotiation skills, including third party contract finalisation.
  • Responsibility for event budgets (draft and reconciliation) using excel spreadsheets.
  • Work closely with the IISS Events Team across the IISS Offices in London, Singapore Bahrein and Washington, DC.


The ideal candidate will have the following:

  • An undergraduate degree in a relevant subject
  • Demonstrable office administration and events experience to include international events
  • Excellent communication and interpersonal skills
  • A keen eye for detail and great organisational skills
  • Proactive approach to work
  • Enthusiasm and be a team player
  • Excellent proficiency in IT and databases, ideally Microsoft products and Dynamics CRM.
  • Fully competent in German and English


The salary offered will be German public sector equivalent, TVÖD E10, depending on qualification and experience.


Candidates should submit a cover letter, including salary expectations, and CV here. The deadline for receipt of applications is 31 May 2023.  Due to the expected volume of applications, only those candidates that are successful for interview will be contacted.

Candidates must be eligible to work in the EU. Unfortunately, we will be unable to provide visa sponsorship for this position. Due to the volume of expected applications, only those selected for interview will be contacted.

The IISS is an equal opportunities employer.

Office Administrator and Conference & Events Coordinator (m/f/d)

Veröffentlicht am: 15.05.2023