Event & Conferences Officer

The post is budgeted from 1 January 2027, and the successful candidate is expected to start employment as soon as possible thereafter.

1.    OVERVIEW OF DIANA

NATO DIANA is the Defence Innovation Accelerator for the North Atlantic, a NATO body dedicated to finding and accelerating innovation to provide decisive defence and security effects for the Alliance, while fostering deep-tech innovation.

NATO DIANA is comprised of a Board of Directors, representing all 32 nations, and an operational team referred to as the DIANA Executive (“DX”). Operating from three offices in Europe and North America, the DX leverages a network of military end users, world-leading accelerator sites, test centres, professional mentors and experts, and Allied expertise to accelerate the most innovative technologies from across the NATO Alliance. DIANA is a dynamic, agile workplace, which strives for innovative thinking, diversity, and performance excellence across all teams.

To achieve our mission, DIANA is committed to providing our people with an environment that is positive, inclusive and collaborative.

2.    OVERVIEW OF THE ROLE

The Event & Conferences Officer is responsible for the end-to-end planning, coordination and delivery of DIANA's global events. The role acts as the operational manager for event delivery, working across multiple internal teams (Accelerator, Communications, Legal, Security, Procurement, Finance), external event agencies, venues, suppliers and host nation stakeholders. It is a highly cross-functional project management role requiring strong planning, stakeholder management and problem-solving capabilities. 

The Event & Conferences Officer will ensure that complex international events are delivered on time, within budget and to a high professional standard, while supporting DIANA's strategic objectives of accelerating defence innovation adoption and strengthening connections across the Alliance innovation ecosystem.

*Reserve candidates may be considered for similar posts in United Kingdom or Canada, if appropriate.*

Reporting to the Project Manager.

Duties of this role include:

• Manage the planning and delivery of DIANA’s global events, developing and managing project plans, timelines, budgets, risks, contingencies, and delivery schedules to ensure successful execution.
• Procure and manage event agencies, venues, and suppliers while overseeing all aspects of event delivery—including logistics, staffing, catering, AV, security, branding, signage, transportation, accessibility, and onsite operations—to ensure high-quality execution and effective coordination across all partners.
• Manage registration, accreditation, and attendee management processes, ensuring a professional participant experience from invitation through event closure.
• Coordinate and engage with internal and external stakeholders—including speakers, moderators, VIPs, suppliers, and cross-functional teams—to support agenda development, event flow, stakeholder communications, and onsite delivery, ensuring strategic objectives are achieved and all parties are proactively informed of event progress and status.
• Support security planning and onsite risk management activities in collaboration with DIANA security staff, host nations, venues and event partners.
• Develop and implement KPIs, working with teams to understand the strategic objectives across DIANA’s event portfolio.
• Manage the evaluation of event outcomes, capturing lessons learned and driving to continuous improvement across event strategies, processes, templates, and delivery frameworks.
• Collaborate with the Communications Department to develop event marketing, branding and communications plans and materials to ensure events are well-attended.
• Perform any other related duties as may be required.

3.    ROLE REQUIREMENTS, QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

• A minimum of a Bachelor's degree from a nationally recognised and accredited university in a relevant discipline, such as Event Management, Business Administration, Hospitality Management, Communications, Marketing, Public Administration, Management Studies, Project Management, or a related field, together with at least 2 years of relevant post-graduate professional experience. The lack of a university degree may be compensated by a minimum of 6 years of extensive and progressively responsible experience directly related to the duties of the post.
• Minimum 2 years’ proven relevant experience in delivering large-scale international events from planning through to onsite execution and post-event evaluation.
• Proven project management expertise, including the development and execution of plans, budget oversight, risk management and cross-functional stakeholder coordination.
• Demonstrated experience managing event agencies, venues, and a diverse range of internationally based suppliers, ensuring effective coordination, contract management, and high-quality service delivery.
• Demonstrated proficiency with project management, collaboration and event management platforms and tools.
• Demonstrated organisational and problem-solving skills with the ability to effectively manage multiple priorities and deadlines simultaneously.
• Ability to communicate effectively and build productive relationships with a wide range of stakeholders, including senior leaders and external partners.
• Possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and I (“Beginner”) in the other.
  NOTE: Most of DIANA’s internal work is conducted in the English language.

DESIRABLE 
The following would be considered an advantage:

• Understanding of defence, security, or dual-use innovation ecosystems, with experience supporting innovation-focused events, programmes, or accelerator initiatives.
• Experience engaging and collaborating with stakeholders from NATO, government, military, international organisations, industry, academia or the wider innovation community.
• Experience working in fast-paced international and multicultural environments with multiple stakeholders.
• Knowledge of NATO institutional framework, policies and procedures.

COMPETENCIES 
The incumbent must demonstrate: 

• Organizational and Environmental Awareness: Understands the wider mission and considers the impact of their actions on others.
• Initiative & Responsibility: Takes ownership and accountability.
• Adaptability & Flexibility: Embraces change, adjusts priorities as needed, and continues to deliver results in evolving environments.
• Customer Service Orientation: Provides timely, professional, and solution-focused support to all stakeholders.
• Planning & Prioritizing: Allocates time and resources effectively, balances competing priorities, and delivers work to agreed timelines.
• Teamwork: Collaborates openly and supports colleagues to achieve shared goals.
• Self-awareness and a Learning Mindset: Seeks opportunities to learn, reflects on experience, and applies learning to improve outcomes.

4.    WHAT WE OFFER 

• Genuinely meaningful work as part of the newest unit within the most successful alliance in history.
• Tax-free salary.
• Excellent private health insurance scheme.
• NATO pension scheme.
• Household and children’s allowances and privileges for expatriate staff including expatriation and educational allowances (where applicable) and additional home leave.
• Generous annual leave of 30 days plus official holidays.
• Flexible working conditions and a smoke-free office in Tallinn.
• Opportunities for learning and development.

5.    CONTRACT 
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an extension. 
If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years.

6.    USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS

Please note that we can only accept applications from nationals of NATO member countries.  
Applications must be submitted using the e-recruitment system. Applications and other documents will not be reviewed if sent through other formats (including email, social network, etc). 
Before you apply to any position, we encourage you to click here and review how to apply. There are helpful videos to watch that describe the recruitment process and provide helpful tips to prepare your application.  
Due to the broad interest in NATO DIANA and the large number of potential candidates, telephone or email enquiries cannot be dealt with.  
After review of your online application, successful candidates will be invited to a pre-recorded video interview. Shortlisted candidates from that will then be invited to the final assessments, which include: a language proficiency test, a written test, and a panel interview. 
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser. 
  
NOTE: DIANA will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trainedTransformer (Chat GPT), or other language generating tools. DIANA reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI applications may be rejected without further consideration at DIANA’s sole discretion, and DIANA reserves the right to take further steps in such cases as appropriate.

7.    ADDITIONAL INFORMATION

NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. 
NATO is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation, please inform us during your selection process along with documented medical evidence to support your request. 
All NATO DIANA personnel are expected to conduct themselves in accordance with the current NATO Code of Conduct as agreed by the North Atlantic Council (NAC), and thus display the core values of integrity, impartiality, loyalty, accountability, and professionalism.  
The incumbent is required to be a resident in the host nation for the duration of their contract. DIANA has a flexible teleworking policy to permit working in office, at home, and across NATO Allied Nations subject to managerial approval.  

For more information on DIANA, please visit our website.