Event Assistant

Functie

The role includes managing the call for abstracts, preparation and collection of necessary documentation, updating the Summit programme, daily contact with speakers as well as coordinating all aspects of speakers' management on the spot. The officer is in charge of the speakers' management module of the event management tool.

Client Details

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Description

- Support to annual summit & event project management unit

• Organises Internal meetings: room booking, room preparation, catering, smooth running of sessions, video checks, sound checks, agenda preparation and sending, minutes, follow-up;
• Organises hotel bookings and travel arrangements for the team when required
• Support the team with Any other logistical or administrative task that could be requested

- Speakers Management

• Manages the speakers' management module in the event management tool: creating calls for abstracts, categorising applicants based, creating review pages, exporting reports, creating speakers' platform, managing technical issues and all other back-office issues
• Prepares and collects material, manages Call for Abstracts process: drafts and launches call, set-up of modules in event management software, management of questions from applicants, drafting and sending of response communications to applicants
• Drafts and sends communications to Programme Committee, logistical organisation of committee meetings, minute-taking
• Manages, organises the selected speakers in the event management tool, publishes confirmed speakers on website, liaises with Marketing team to provide programme information for promotional brochure, checks and reminds speaker to register for event, liaises with session managers

Jouw profiel

• Experience in a similar position is a key asset (3 years)
• Excellent communication skills - excellent level of English and French, other languages are an asset
• Excellent planning and organisational skills
• Ability to manage time and priorities, stress resistant
• Sense of initiative, problem solving and proactivity mindset
• Ability to work in a team and liaise with multiple stakeholders - good interpersonal skills
• High degree of computer literacy and digital mindset
• Willingness to travel

• De behoeften van de klant identificeren en naargelang de verwachtingen adviseren

Aanbod

- Attractive package

- Flexibility : home-office