International Projects Coordinator

The International Projects Coordinator is responsible for planning and executing media trips, press trips, influencer experiences and events around the world. This role ensures seamless logistics, compliance, and security while delivering impactful experiences aligned with client objectives. The ideal candidate is highly proactive, resourceful, and resilient under stress, able to act quickly to unblock situations, pick up the phone, and make things happen, even under tight timelines and various time zones. In addition, the role involves effective client and contract management, ensuring clear communication with clients and adherence to contractual agreements throughout each project.

Key Responsibilities:

Trip Planning & Coordination:

• Design and manage itineraries for media, press, and influencer trips.

Coordinate all logistics: flights, accommodations, ground transport, and on-site activities according to the planning provided by the client.

• Compliance & Documentation
• Handle visa applications, travel permits, and accreditations for participants.
• Ensure compliance with local regulations and organisational policies.

Security & Risk Management

• Implement security protocols for travellers and staff.
• Liaise with local authorities and security providers for on-ground safety.

Stakeholder Management

• Act as the main point of contact for participants, local providers, and internal teams.
• Communicate updates promptly and resolve issues in real time.

Proactive Problem-Solving

• React quickly to challenges, pick up the phone, and ensure solutions are implemented.
• Unblock situations and secure last-minute arrangements when needed.

Budget & Vendor Oversight

• Prepare and manage trip budgets, ensuring cost control.
• Source and negotiate with travel agencies, hotels, and service providers.
• Oversee local providers, ensures briefing, quality control and act as escalation point

Execution

• Supervise trip operations, troubleshoot issues, and guarantee smooth delivery.
• Post-Trip Reporting
• Collect feedback, analyse outcomes, and prepare performance reports.

Client Management

• Act as the main point of contact for the client, providing regular updates and addressing concerns promptly.
• Build and maintain strong relationships with clients, ensuring their needs and expectations are met throughout the project.

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