Priority Initiatives and Events Manager, C40 and GCOM needed at C40 Cities

Position Description:

• The Manager plays an integral role within the Priority Initiatives & Events (PIE) function, contributing to both governance for priority initiatives and the delivery of milestone events across C40 and GCoM. Working closely with Senior Managers and the Director, the Manager helps coordinate complex workstreams, maintain planning systems, and support cross-team collaboration to ensure smooth, consistent execution.
• This is a highly collaborative role that requires strong organisation, clear communication, and the ability to bring steadiness and structure during fast-paced and high-pressure planning cycles.

Key responsibilities

Priority Initiatives & Governance

• Support the development and maintenance of project governance tools, trackers, timelines, and documentation.
• Manage day-to-day coordination of priority initiative workstreams, including meeting logistics, task tracking, and follow-up actions.
• Prepare or contribute to briefing materials, decision logs, risk updates, and other governance documentation.
• Liaise with cross-functional colleagues (diplomacy, comms, regional teams, fundraising, policy) to support alignment of plans and deliverables.
• Ensure documents, templates, and updates are saved and organised in relevant systems (Vault, trackers, shared drives).

Milestone Event Delivery

• Support planning and coordination for milestone events such as WMS, LCAW, U20, COP-related events, regional convenings, and leadership moments.
• Develop operational documents including schedules, deliverables trackers, staffing plans, and run-of-show support materials.
• Coordinate with host cities, vendors, production partners, and internal stakeholders to support event delivery.
• Support logistics across venue operations, accreditation, hospitality, interpretation, security, and VIP flow.
• Assist with budget tracking and reconciliation for assigned areas in collaboration with the full team.
• Provide onsite support and real-time problem-solving during events.
• Contribute to lessons learned and post-event documentation.

Cross-Organisational Collaboration

• Facilitate coordination across multiple teams and external partners to ensure priorities move forward on time.
• Maintain clear, proactive communication with internal colleagues across regions and functions.
• Model collaborative, inclusive working practices and support staff wellbeing during intensive delivery periods.

Core Operational Ownership

• In addition to the cross-functional responsibilities listed above, the Manager will lead one core operational competency for the PIE function. This ownership helps anchor the team’s long-term systems building and ensures consistency across priority initiatives and milestone events. 
• While the Manager is the primary lead for this competency, all PIE roles remain flexible and are expected to support each other’s areas during peak delivery periods or as organisational needs evolve.

Core Competency: Travel Systems & Vendor Liaison

• Managing travel workflows and processes for milestone events (staff, mayoral delegations, speaker travel as applicable).
• Owning SOPs for travel requests, approvals, and documentation.
• Maintaining travel trackers and coordinating with Senior Managers on travel-related timelines and needs.
• Serving as PIE’s primary point of contact with the travel agency and related vendors.
• Supporting contract management, service escalation, and process improvement discussions with vendors.
• Providing guidance and tools to staff and delegations during high-volume travel periods.
• Coordinating with Finance and Operations to ensure alignment on budgets, policies, and reporting.

Person Specification:

• 3–5+ years experience in event operations, project coordination, logistics, or cross-organisational support roles.
• Demonstrated experience managing complex workflows or operational processes.
• Strong organisational and multitasking skills; comfort working with timelines, trackers, and systems.
• Excellent communication and collaboration skills; able to work effectively with diverse teams and external partners.
• Ability to stay calm, clear, and solutions-oriented in fast-paced or high-pressure environments.
• Experience with travel coordination, event logistics, or vendor management is an asset.
• Commitment to equity, inclusion, and collaborative working practices.

Other Requirements:

• Applicants must already have the right to work in the location they’re applying for. Travel may be required as a part of the role.