Events Assistant / Graphic Artist

Job Experience

Job Location

Expiration Date

19 Oct 2017

Job Purpose:

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

Please send a cover letter along with your CV to Jennie.DeGreef@eahp.eu .

Interviews will be done in the EAHP offices. Applicants must attend in person.

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

Congress

  • SC - speakers
  • Follow up on action points of minutes when assigned
  • Assistance with planning of SC meetings in collaboration with COO and SC, take minutes, distribute documents, update web site, attend meetings
  • Drafts letters/emails for third parties as requested: SC members, suppliers and external organisations
  • Communication with speakers: seek information from them when requested, send forms to be filled in and follow up
  • Update check lists with speaker information related to programme
  • Creation and distribution of evaluation forms/speaker evaluation forms and distribute on-site, be sure forms are completed and returned to EAHP, if possible, pre-printing of all forms to be shipped to congress site when requested

Communication and Website

  • Assist with updating of congress web site
  • Prepare programme overviews for web site and ensure that site is in line with master programme
  • Prepare the registration and abstract submission online modules with IT vendor
  • 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 & request student verification forms, manage all questions related to registration
  • Work on-site registration desk

Abstracts

  • Set-up and management of online abstract submissions when not working the registrations

Marketing

  • Assist with location of email lists and other contacts to promote congress, Contact and follow up with sister organizations to promote Congress and ask for their events details/info to post on EAHP website when requested
  • Enter contact details into CM as needed, maintenance of CM database
  • Locate, obtain and post necessary information for web site (i.e. Venue info, transport info, etc.)
  • Create InDesign files for congress announcements, signage and other flyers as needed

Transportation

  • Secure transportation when necessary for dinners/meetings, etc. on-site when requested

Vendors

  • Contact potential vendors/follow up on items purchased when requested
  • Arrange concierge booth on-site

Dinners & lunches

  • Planning, attending and on-site preparation of congress & event dinners in collaboration with COO when requested
  • Printing
  • Assist with proofing of programme, abstract and participant list books when requested

On-site

  • Assist with set up of ribbons, posters, awards, certificates, check lists, work registration desks
  • Creation of important telephone numbers for on-site use and distribution to staff when requested

General

  • Complete tasks as assigned per the congress project timeline
  • Assist with site visits when necessary
  • Assist with coordination of congress and all event shipments

Academy

  • Assist with all issues including planning
  • Be sure necessary forms for event, i.e. to collect bios, disclosure of conflict of interest, evaluation forms from attendees,  expense claim forms, etc.
  • Source of information for academy participants as needed
  • Name badges and misc printing as needed
  • General logistic support as needed
  • Collect expenses claim forms from attendees and speakers
  • Maintenance of the DB: contacts - insure consistency of data format
  • Manage with other EAHP on-site support of seminar/summit

After the events

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

General

  • Manage all email lists related to events
  • File and support with office management when needed

Skills/Qualifications:

  • Must have excellent Writing Skills, Scheduling, In-Design, Photoshop, Illustrator, Microsoft Office advanced Skills, Organization, Time Management, Travel Logistics, Verbal Communication, must be a self starter, proactive and have problem solving skills
  • A minimum of 2 years experience in event planning
  • Fluent English reading/writing/speaking
  • Other languages preferable but not mandatory
  • Must be sociable and a people's person.
  • Must be able to work under pressure/deadlines
  • Excellent multi-tasking capabilities
  • Must be able to travel when needed
  • Must be able to work weekends and overtime when needed

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