Events Assistant

Job Title: Events Assistant

Travel Required: Occasionally

Reports to: MD/DCOO

Position Type: Full-time

CVs should be sent to: E-mail: [email protected]

Subject Line: Events Assistant

Attention: Managing Director

To help us with our recruitment effort, please indicate in your email/cover letter where (ngotenders.net) you saw this job posting.

Start date:  15 May 2021

Job Description shown below.  Applicants will only be considered if they meet the minimum job requirments.

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

SC – speakers

Follow up on action points of minutes when assigned

Assistance with planning of SC meetings in collaboration with DCOO 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

Hotels

Manage hotel rooming lists for all events, negotiations of and contracting with hotels

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, programme book, 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 MD/DCOO 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 certificates, 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 independently and as a team under pressure/deadlines

·       Excellent multi-tasking capabilities

·       Must be able to travel when needed

·       Must be able to work weekends and overtime when needed