Event Planning Program Assistant

Pakistan Centre for Philanthropy; Islamabad; On-site; PKR 800,000 - 1,200,000; Full time

Job summary

USEFP in Pakistan's capital seeks a proactive Program Assistant to help plan and deliver public diplomacy events in coordination with the Embassy. The role emphasizes engaging targeted Pakistani audiences through high-quality programs and responsible event management.

The candidate will assist with audience development, program planning, and monthly reporting, requiring 2+ years of relevant experience and strong English and Urdu communication.

Qualifications

• Minimum 16 years of education in social sciences, business, education, program management, international relations, or related discipline.
• Minimum 2 years of experience in program management or event coordination.
• Excellent English and Urdu communication skills.

Responsibilities

• Plan, organize, and execute speaker programs, lectures, film screenings, and events.
• Coordinate virtual and live-streamed programs and venue logistics.
• Develop guest lists, invitations, and manage promotions in line with branding guidelines.
• Prepare monthly attendance and demographics statistics and feedback analyses.
• Ensure compliance with safety, data privacy, and organization policies.

Skills

Event coordination

Public engagement

Microsoft Office

Google Suite

Zoom

Content management

Education

16 years of education in social sciences or related field

Tools

MS Outlook

Google Workspace

Video conferencing tools

Job description

Are you a dynamic, outgoing, and people-oriented professional who enjoys creating welcoming experiences and bringing people together? Join us to help engage our community, support exciting programs and events, and make every visitor feel connected and inspired.

Working Days & Timings: :

Tuesday to Saturday, 10:30 a.m. – 7:00 p.m. (8 net working hours per day, excluding a 30-minute break; total 40 working hours per week). Flexibility for regular evening or weekend work to support program delivery.

Contract Type: 1 year – Extendable

Reports To:

The position reports directly to the USEFP Senior Procurement Officer for all administrative, HR, and operational matters, and maintains a dotted-line reporting to the U.S. Embassy-appointed Events Coordinator for technical oversight. The role collaborates with the Embassy's Public Diplomacy section to ensure effective events planning and successful program delivery.

Organizational Context:

This role supports USEFP's mission of fostering mutual understanding between the people of Pakistan and the people of the United States through educational and cultural exchange, public diplomacy, and digital and in-person engagement on areas of strategic priority.

Job Purpose:

The role facilitates public engagement between the U.S. Mission to Pakistan and targeted segments of the Pakistani public through innovative and high-quality public event programming aligned with U.S. public diplomacy objectives.

The Program Assistant works in partnership with the Embassy's Events Coordinator and other members of the public diplomacy team to plan, organize, and implement programs that strengthen connections between the United States and Pakistan around strategic themes.

Key Responsibilities:

1. Program Implementation (65%)

• Lead planning and execution of speaker programs, lectures, film screenings, cultural events, and other events taking place in the USEFP auditorium, amphitheater, and other public spaces.
• Coordinate virtual and live-streamed programs in the USEFP auditorium as necessary.
• Coordinate securing and preparing venues, arranging for technical support for events, coordinating parking and catering as necessary.
• Developing and managing a guest list and invitations for events.
• Overseeing advertisement and promotion for events at USEFP. Ensure all public materials and digital content complies with U.S. Embassy and USEFP branding and communications guidelines.

2. Strategic Planning (25%)

• In conjunction with U.S. Embassy, design programs to engage with targeted Pakistani audiences around U.S. strategic policy priorities.
• Cultivate an audience of future leaders that are interested in USEFP programming.
• Develop a network of curated contacts to participate in USEFP programming and events.

3. Documentation & Reporting (10%)

• Compile and share monthly statistics on program attendance, demographics, and participant satisfaction.
• Design and implement feedback mechanisms to evaluate the degree to which USEFP programming is addressing strategic priorities.

4. Compliance, Safeguarding, & Ethics

Ensure adherence to safety and security policies, data privacy & protection, professional ethics, and compliance with U.S. State Department rules and expectations.

Job Requirements

• Education: Minimum 16 years of education in social sciences, business, education, program management, international relations, or a related discipline.
• Experience: Minimum 2 years of experience in program management, event coordination, or related activities.
• Communication: Excellent oral and written communication skills in English and Urdu.

Technical Proficiency:

• Proficiency in Microsoft Office applications, MS Outlook and Google Suite (especially Google Forms and Contacts).
• Familiarity with virtual meeting and live-streaming platforms (e.g., Zoom, Microsoft Teams).
• Ability to manage event-related digital content and basic program data.
• Proficiency in managing digital content and promotional materials and applying established branding and communications guidelines.
• Comfortable with basic event audio-visual and technical setup (sound systems, projectors, streaming setup), with the ability to coordinate effectively with technical support.
• Accountability: Takes full ownership of technical assets and project deadlines.
• Adaptability: Remains flexible and composed in fast-paced environments, particularly during live events.
• Collaboration: Works effectively with USEFP and U.S. Embassy teams to ensure program success.
• Service Orientation: Maintains a professional and helpful approach with all internal teams and external partners.
• Innovation/Problem Solving: Proactively identifies challenges and develops practical, creative solutions to enhance program quality and operational efficiency.

General Provision

The duties and responsibilities outlined in this Job Description are not exhaustive and may evolve over time. The incumbent may be required to perform additional tasks and assume new responsibilities as deemed necessary by management, in alignment with the overall purpose of the position and the organizational requirements.

Security Clearance Requirements

Employment is contingent upon criminal and security background check.

Equal Employment Opportunity (EEO)

This organization provides equal opportunity and fair and equitable treatment in employment to all persons without regard to race, color, religion, sex, national origin, age, disability, political affiliation, or marital status.