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Conference Manager
Hampton Hill, Middx.
£25-30K + bens
Our Client Company
was formed in 1988 as a business specialising in the organisation of meetings for the medical and scientific professions and the
pharmaceutical industry. Their clients
include UK and international societies and associations,
pharmaceutical companies and individual physicians and academics
with innovative ideas for meetings and symposia. We are a growing
and ambitious company and are actively expanding our client list in
both the medical and non-medical areas of conference and event
management.
The 24 full time staff deal with
around 25-30 conference per year with delegate attendance of between
50 and 2,500 (average 500 per conference).
The conferences cover a range of subjects
including cardiovascular medicine (hypertension, cardiology, diabetes),
dermatology, diabetes, migraine, obstetrics,
sexual health, public health, geriatric medicine, neurology, pain
Conference
Manager
The successful candidate will have a broad range of event management
experience, ideally in the Association or not for profit sector
although this is not essential. S/he will be an excellent organiser
and an effective communicator. A high degree of flexibility is
desirable and the ability to manage a varied workload is essential.
You should be able to handle sensitive issues with tact and
diplomacy. The Conference Manager will be expected to undertake the
specific responsibilities listed below. He or she will have strong
computer skills with knowledge of Microsoft Office (in particular,
Word and Outlook), as well as being a competent administrator.
Specific Responsibilities of the Conference Manager
-
Account management -
each Conference Manager is allocated several of their own Conferences.
They are expected to liaise with clients directly and manage the
logistics for the whole conference, with assistance from other staff in
the company and under the broad supervision of the Directors
-
Responsibility for
co-ordinating a small team to ensure the delivery of a successful
conference
-
Preparation and
management of conference budgets in conjunction with the Finance
Director
-
Attendance at client
meetings (usually with another Conference Manager or one of the Managing
Directors), taking and transcribing minutes/notes of the meeting,
allocating action points
-
Investigation of new
venues, undertaking site-visits where necessary
-
Liaison with venues,
caterers, audiovisual companies, coach companies and other suppliers
-
Management of
scientific abstract submissions and correspondence with presenting
authors
-
Sending invitation
letters to faculty and subsequent liaison with speakers
-
Responsibility for
preparing meeting announcements, flyers, final programmes and for other
print items, e.g. conference signage, notepaper, etc.
-
Action all publicity
for the conference, placing advertisements, organise mailings to doctors
in conjunction with our mailing house etc. Monitor delegate numbers in
the run-up to each event
-
Liaison with sponsors
and/or contractors regarding set-up of exhibition stands
-
Organisation of
speaker and delegate coaching and individual transfers
-
It is important that
applicants have a good command of English and are able to write
professional business letters and compile reports without supervision.
Attention to detail is vital. Conference Managers must be able to
prepare their own correspondence, as secretarial assistance is not
provided.
The
job description describes the principal purpose and main elements of the
job. It is a guide to the nature and main duties of the job as they
exist currently, but it is not intended as a wholly comprehensive or
permanent schedule and is not part of the contract of employment.
OTHER INFORMATION
Salary:
£23,000-£30,000
A
six month probationary period applies to new employees, following which
six weeks notice is applicable on both sides. Salary and performance
reviews are undertaken on an annual basis, with additional performance
reviews undertaken where necessary.
Hours: 9.00
am - 5.30 pm Monday-Friday, with 1 hour lunch (taken between 12.00-2.00
pm). Applicants will be expected to attend approx. 10 conferences per
year, some of which may include a Saturday and/or Sunday.
Holidays: 20
days + the working days between Christmas and New Year. If a large
number of conferences occur at weekends, either time off in lieu will be
given or overtime payments will be made at the discretion of the
Directors. Holidays cannot be taken during the run-up to a large
conference.
Masc. It would be useful for applicants to be car owners,
although this is not essential. Parking is available at the office and
in nearby residential roads. The office operates a no-smoking policy.
If you believe that you can meet
these needs and you would like to join our team, please apply on line by clicking the 'Apply for this Job' link above right. |