The Role: Conference and Events Executive (Hybrid) Location: Southend–on-Sea with regular meetings in central London, and UK travel
The Conference and Events Executive organises and runs conferences on a range subjects across the UK. The post-holder supports academics to develop conference themes and builds conferences around them. They also provide advice and support to the wider staff and networks for other events such as webinars, lectures and the Employer Forum. They research opportunities and assess feasibility for new events including with industry and business and build on existing programmes. The role includes supervising a small team which is currently made up of a part-time Conference and Administration Officer, and a Conference Assistant.
Main Duties: Conference and events organising
- Liaise with VIPs, committee members, conference venues, sponsors, speakers and delegates to ensure the smooth-running of each conference
- Run conferences throughout the UK taking care of last-minute delegate requests and queries. Take responsibility for the set-up, running and break-down of events.
- Prepare and manage budgets for each conference and administer conference fees
- Conference promotion, including managing webpage content and producing promotional materials
- Provide advice, training and support to colleagues and members on running online and webinars
Secretarial and Administration
- Provide Secretarial support to the Conference Committee, organising 2 -3 meetings per year, reviewing minutes and monitoring actions, working closely with the Operations Director and Committee Chair
- Liaise with the Finance Department regarding incoming and outgoing payments, including raising purchase orders, managing invoices and issuing refunds
- Regularly review conference management accounts (income and expenditure) and forecasts with Operations Director
- Data entry and maintain information on the central database for delegates to book events and receive information for future conferences
- Help provide technical support for Zoom, including testing audio for conferences and helping presenters feel comfortable before they ‘go live'
- Produce reports for EB and Council Papers on conference and event matters, working closely with the Operations Director
- Develop sponsorship packages and investigate possible partners and other stakeholder relationships to maximise conference attendance, additional income and reach
- Online working – staying connected with the conferences team by holding weekly meetings.
- Supervise the Conference and Administration Officer and review resource requirements in line with event schedule
Events Advice & Support
- Assist committees with ideas for promoting outcomes of conference proceedings, post event
- Work with colleagues and other boards and committees to identify conference and event engagement opportunities and potential partners and themes
- Maintain awareness of online conference platforms and opportunities to maximise online conference experience and global reach
- Contribute to the reviews of conference and event activities, such as the Strategic Review
Key Experience:
- Office environment
- Working in the charity sector and/or for a professional membership body/learned society (desirable)
- Supervision of staff (desirable)
- Use of databases
- emarketing and use of social media in a professional context
- Events experience
Key Skills:
- Confidence in engaging with stakeholders at all levels
- Excellent communication skills, both written and oral, including producing professional reports for senior IMA boards and committees
- Excellent organisational skills
- Excellent IT skills in Word, Excel, PowerPoint and Outlook, Social Media
- Excellent time-management and prioritisation skills
- Ability to analyse information and problem-solve
- A keen attention to detail
- Professional and flexible approach
The Package
- Salary £33,350 per annum
- Monday to Friday 9:00am – 5:00pm 1 hour for lunch
- Hybrid working (min 2 days in the Southend office)
- Holiday pay
- Pension scheme