Event Planning Administrative Assistant

UNESCO; Paris; Sur place; EUR 40 000 - 60 000; Plein temps

Résumé du poste

An international organization is seeking a dedicated Event Planning Administrative Assistant based in Paris. This full-time contract role involves comprehensive support for managing events, responding to inquiries, and overseeing official communications. Candidates should have a university degree and at least two years of event management experience, alongside strong skills in customer orientation and IT. The monthly remuneration is €2,830, net of social security contributions.

Qualifications

• At least two years of experience in event management.
• Strong customer orientation and advanced IT proficiency.
• Outstanding communication skills and organisational excellence.

Responsabilités

• Provide comprehensive administrative and operational support for events.
• Respond to event-related inquiries with accurate information.
• Manage approval procedures and monitor requests.

Connaissances

Event management

Customer orientation

Commercial awareness

IT proficiency

Communication

Organizational skills

Formation

University degree

Outils

MS Word

Excel

Outlook

Teams

Description du poste

OVERVIEW

Parent Sector: Division for Conferences Languages and Documents (CLD)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract: Non Staff

Level: Level 3

Duration of contract: From 1 to 6 months

Recruitment open to: External candidates

Application Deadline (Midnight Duty Station Time): 11/12/2025

UNESCO Core Values: Commitment to the Organization Integrity Respect for Diversity Professionalism

The Event Planning Unit of the United Nations Educational Scientific and Cultural Organization (UNESCO) is seeking a dedicated and motivated Event Planning Administrative Assistant to join a small dynamic team as a full‑time staff member for 6 months.

The Unit serves as the central point of contact for all event‑organisation requests at UNESCO Headquarters, handling submissions from the Secretariat, Member States, partners and external entities. The Unit plays a crucial role in ensuring the efficient implementation of events by managing over 1,000 requests annually, which include meetings, conferences, cultural activities and catered functions. Key responsibilities encompass space reservations, feasibility assessments, cost estimates, management of administrative procedures and official correspondence.

This position offers a valuable opportunity to contribute directly to the execution of UNESCO’s programmes and the promotion of its headquarters venue spaces to event organisers. The successful candidate will provide comprehensive administrative and operational support for event‑related tasks, contributing to the delivery of a busy schedule of daytime and evening events. The ideal applicant will demonstrate strong customer orientation, commercial awareness to enhance income generation through venue hire and advanced IT proficiency, particularly with Word and Excel, as well as experience in event management. Outstanding communication skills, organisational excellence and the ability to remain confident, proactive and composed under pressure are essential.

This role is tasked with ensuring the effective execution of numerous events, primarily by supporting the development and expansion of the commercial hire business. Essential responsibilities include delivering thorough administrative and operational assistance, monitoring request progress and associated data, disseminating event details to support internal collaboration, overseeing official communications and upholding exemplary standards of client service.

Main responsibilities:

Information and Marketing

• Respond to event‑related inquiries via phone and email by providing accurate information about organising events at UNESCO Headquarters, including rates, rules, procedures, deadlines and applicable terms and conditions.
• Welcome prospective clients and organise site visits for the spaces offered by UNESCO.
• Identify and recommend event packages, prepare preliminary cost estimates using UNESCO’s pricing tool.
• Contribute to the creation of marketing materials such as brochures, flyers, internal communications and direct messages to clients.

Administration

• Ensure that application files are complete for review by internal services.
• Manage approval procedures (compliance of the activity with UNESCO’s mandate and due diligence).
• Monitor the status of requests.
• Oversee the annual event list by gathering information and ensuring daily updates; share this list weekly with targeted audiences.
• Handle official correspondence (in/out records and tracking) and draft and distribute official responses in both French and English.

Remuneration

Monthly remuneration of €2,830 (subject to the payment of social security contributions applicable in France). The social security contributions owed by the employee may need to be deducted from this amount. The contributions or payments owed by the Organisation for social security are not included in this amount.

COMPETENCIES (Core / Managerial)

Communication (C)

Knowledge sharing and continuous improvement (C)

Planning and organising (C)

Teamwork (C)

Innovation (C)

Professionalism (C)

REQUIRED QUALIFICATIONS

• University degree and at least two years experience in event management.
• Working knowledge of MS Word, Excel, Outlook, Teams and Internet.

DESIRABLE QUALIFICATIONS

• Understanding of event planning.
• Strong general knowledge.
• Knowledge of technical equipment related to events.
• Sales and marketing skills.

BENEFITS AND ENTITLEMENTS

Monthly remuneration: €2,830 (net of social security contributions).

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an online application and provide complete and accurate information. To apply please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice and may include tests and/or assessments as well as an interview.

UNESCO uses communication technologies such as video or teleconference, e‑mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

FOOTER

UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero‑tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution as well as gender parity among its staff members in all categories and at all grades. Furthermore UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non‑ and under‑represented Member States are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.

Please note that UNESCO is a non‑smoking organisation.

Key Skills
Generator, Accommodation, Football, Advertising, Architectural Design

Employment Type : Contract

Experience: years

Vacancy: 1