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EVENT AND MEMBERSHIP EXECUTIVE

Posted on: Wednesday 17th March 2021

In Conference Ltd

In Conference has been managing large national and international conferences for the medical, academic and life sciences sectors throughout the UK, Europe, North America and Asia for over 30 years.  

We specialise in delivering face to face congresses, hybrid and fully virtual events, and in recent months we have risen to the challenges faced in our industry due to COVID and are ready to take it to the next level. 

With offices in Edinburgh and Glasgow, we are very proud of the fact that we have been working with some of our clients for over 25 years and our portfolio includes many major Associations and Societies for whom we deliver their annual or bi-annual congresses as well as offering a full Association Management service. 

Our team philosophy is to go the ‘extra mile’ for our clients and to bring new ideas to the table at every opportunity to ensure our events are delivering value for money and clients retain us year on year.    

 

Job Description

As part of the Delegate Management Team, the Event & Membership Executives are responsible for dealing with all delegate registrations and associated finances.

Core duties of this position will include:

  • Fast, accurate typing and strong numerical skills are essential.
  • Assisting delegates from all over the world (many of whom do not have English as their first language) via email or by telephone.    
  • Processing registrations and payments via our on-line software programme (training will be given).
  • Chasing outstanding delegate payments in a polite and courteous manner.
  • Preparing financial reports in Excel to reconcile with bank statements and other internal management reporting procedures.
  • Attending client meetings when required.
  • Maintaining accurate logs of all correspondence with delegates.
  • Preparation of all on-site registration materials.
  • Attending conferences on-site and staffing the registration desks to welcome delegates and to register new delegates.
  • Attendance at evening social events as required.
  • Assist with the set up and production of virtual conferences.
  • General office administration duties, such as taking incoming calls and re-directing to other team members as necessary, ordering of stationery and filing.

Key Skills

Technical Skills

  • Knowledge and experience of the registration software platform EventsAir is an advantage.
  • Excellent customer service and confident and professional telephone manner.
  • Fast, accurate typing skills.
  • Excellent knowledge of Excel and data manipulation within Excel spreadsheets.
  • Bookkeeping experience or other skills that can demonstrate ability to work with figures.
  • Confident in providing written reports to Senior Managers on Registration for circulation to clients.
  • Welcoming and helpful attitude when dealing with delegates, the majority of whom are senior academics, scientists, healthcare professionals.
  • Excellent written and verbal communication and proofreading skills.
  • Excellent organisational skills and ability to prioritise own workload in a very busy organisation.
  • Ability to work outwith normal 9.00-5.00pm office hours and to spend several days at a time away from home either in the UK or abroad.
  • Flexibility with holiday arrangements/personal commitments so that you are able to attend all our conferences as required.

 Salary & Benefits

  • Salary range is £20,000 - £24,000 and is commensurate with experience.
  • Immediate start.
  • Contributory company pension scheme.
  • Additional week’s leave after 5 years of continuous service.

Selection & Interview Process

We expect a high response to this posting, therefore only applications that include a cover letter or short video explaining what makes you suitable for this position will be considered.

If selected for interview, you must be able to prove that you have the right to work in the UK if requested.  

Due to current COVID restrictions, interviews will be held via ZOOM and we will ask for references for any shortlisted applicants. 

Please submit your current CV to Juliet Bruce Dickie, Senior Finance and Office Manager: juliet@in-conference.org.uk

Download Document: Events_Membership_Executive_Job_Desc_2021.pdf (134.0 KB)

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