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Outreach Officer (ref. no. CYI_EO_20_07)

Reference Number
CYI_EO_20_07
Job Description

The Cyprus Institute (CyI) is a non-profit research and educational institution with a strong scientific and technological orientation, emphasizing international collaborations, cross-disciplinary research, innovation, and post graduate education. CyI, through its established research centres, addresses challenging issues that are important at both the regional and international levels. Many of its research activities are being carried out in partnership with leading institutions in the respective thematic areas.

The CyI accepts applications for a highly motivated professional to join the Institute at the position of Outreach Officer. 

The successful candidate will work closely with the Head of Events Office to provide support for the coordination of events across The Cyprus Institute. The successful candidate will be responsible to primarily advance and promote the strategic goals of the CyI, facilitating and fostering long-term, sustainable relationships between CyI, CyI friends, and external stakeholders, and also support other central functions as needed.

Responsibilities

The Outreach Officer will support the coordination of the administrative underpinning of the events programme, which currently include lectures, weekly colloquia, workshops, conferences, outreach activities, webinars and will be an advocate for best practice in events within the department.

They will develop and maintain comprehensive event administration processes to ensure exceptional and efficient delivery of CyI events, including coordinating guest lists, drafting and designing compelling event materials, coordinating invitation mailings and managing the RSVP process in cooperation with other colleagues, and advise for venues’ needs with special arrangements for CyI research centres. With the support of the Head of Events, they will also be responsible for the end-to-end planning and delivery of their own portfolio of engagements.

Additionally, the successful candidate will support and coordinate the adequate distribution of events’ budget. They will source and negotiate with vendors and suppliers and prepare correspondence and follow-up required for sponsorships and invitations to external stakeholders.

 

Support with:

  1. Promotional activities for the event
  2. Relevant arrangements before the day of the event
  3. The smooth completion of events, by stepping up to resolve any problems that might occur
  4. Preparation of relevant reports before and after an event
  5. Review and analysis of statistics for events success through social media
  6. Management of social media campaigns
  7. Communicating with the Health and Safety Office to ensure compliance with insurance, legal, health and safety obligations
Job Requirements

Required Experience and Qualifications

  1. Bachelor Degree in a relevant subject (i.e. Digital Marketing, Marketing, Public Relations, Communications, Hospitality, etc.)
  2. Experience in organizing facilities and details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.
  3. Proactive individual with creative mind
  4. Proof-reading and editing skills
  5. Customer-focused, service oriented
  6. Competent working in a fast-paced environment
  7. Solution-driven and ability to take initiative to identify innovative solutions to problems
  8. Strong organisational skills, working both independently and within a team
  9. Excellent time management skills
  10. Great attention to detail
  11. Microsoft Office skills (Word, Excel, Outlook, PowerPoint)
  12. Excellent written and verbal communication skills in English and Greek
  13. Multitasking skills
  14. Self-motivated, quick learner
  15. Interpersonal skills to facilitate work with a wide range of individuals and groups from culturally diverse backgrounds
  16. Pleasant character, with exceptional communication skills
  17. Ability to work independently and prioritise
  18. Advanced Computer Skills

 

Preferred Experience and Qualifications

  1. Previous experience in organising events, preferably 2 years’ experience
  2. Master Degree in Events Management or any other relevant field will be considered as an advantage
  3. Previous experience in drafting publications, articles, brochures and copy-editing non-native English and following editing processes
  4. Knowledge in Mailchimp
  5. Interest in Photography
  6. Competent user of Events/Project Management software
Application/Contact

For full consideration, interested applicants should process their application at The Cyprus Institute JobBoard (http://jobboard.cyi.ac.cy/) based on the instructions given. Applicants should submit a curriculum vitae including a letter of interest and a list of three references (including contact information). All documentation should be in English and in PDF Format. For further information, please contact Charis Hephaestou (c.hephaestou@cyi.ac.cy). Please note that applications which do not follow the announcement’s guidelines will not be considered.

Recruitment will continue until the positions are filled. 

Contact person: Charis Hephaestou

Reference number: CYI_EO_20_07

Opening Date
Thursday, August 6, 2020
Closing Date
Sunday, September 13, 2020
Center
Status
Open