Job Title: Events Assistant

Travel Required: Occasionally

Reports to: Deputy Managing Director (DMD) and Events Coordinator (EC)

Position Type: Full-time

CVs and cover letters should be sent to:

E-mail: Jennie.DeGreef@eahp.eu

Subject Line: Events Assistant application

Attention: Managing Director

Start date:  immediately

Job Description

Job Purpose:

Enhance organisation's effectiveness by assisting with planning and execution of all events.

Assistance may include but is not limited to the below tasks:

Congress

• Attend meetings and follow up on action points of minutes when assigned:
• Assistance with the overall planning of the five annual SC meetings (online and in-person) with: venue and accommodation booking, ongoing communication with SC Members, attend and taking Minutes during the meetings, distribute and update related documents, 
• Assisting with drafting and emailing, with follow-up of emails to third parties, as requested: SC members, suppliers, speakers and external organisations
• Communication and follow-up with speakers: invitations to events, forms to be filled, updating website, booking accommodations, receiving material and following the check-listed needs (PPT, Biography…) by given deadlines, liaising up to, during and after the event on all matters related to… 
• Creation and distribution of event/speakers’ evaluation forms, on-site distribution and follow-up post-event

Hotels

• Assist with booking and managing hotel rooming lists for all events, negotiations of and contracting with hotels, F&B planning

Communication and Website

• Assist with updating of all event web pages on the website:
• Prepare programme overviews, edit and upload speakers’ biographies, session abstracts, information on location and access to the events to the event pages on the website and ensure that site is in line with the master programme
• Prepare and send promotional emails as needed

Registration

• Process online registration forms and credit card payments as well as follow up and collection of payments, create visa letters as needed & requested, check student verification forms, manage all questions related to event registrations. Set up and manage event database.
• Work on-site registration desk at event locations.

Abstracts

• Prepare the information/deadlines, follow up and registration of submitting authors for abstract/GPI submissions online 
• Process abstracts when assigned

Marketing

• Creation and maintenance of database with contact details into congress software as needed, 
• Maintain excellent relationship with sponsors, sales, design and follow up.
• Maintains customer confidence and protects operations by keeping information confidential, follow GDPR rules and regulations.
• Prepare presentations for meetings as needed with follow up reports by collecting and analyzing information
• Complete tasks as assigned per the congress programme timeline
• Assist with site visits when necessary

On-site

• Assist with coordination of congress and all event shipments,

General

• Follow up of post-event tasks and respond to emails (i.e., surveys, certificates, accreditation certificates, presentations uploaded to web, etc.)

Minimum skills/qualifications:

• Must be passionate about and have a minimum of 2 years’ experience in event planning
• Fluent English Writing/Reading/Speaking, Computer knowledge (Microsoft, back-office, PPT, XL, Word…), database management skills, pro-active and independent, excellent time management skills, travel logistics, sales communication and have problem solving skills
• Other languages preferable but not mandatory
• Must be an outgoing, sociable and a people person
• Must be able to work independently and as a team under pressure/deadlines
• Excellent multi-tasking capabilities
• Must be able to travel as needed
• Must be flexible to work weekends and overtime when needed

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