Association sans but lucratif représentants les intérêts du secteur du transport public dans le monde.
Jobomschrijving
RESPONSIBILITIES
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
Liaises, communicates regularly with speakers and ensures follow-up of all questions, necessary documents such as speakers guidelines, terms and conditions, practical information to be drafted and sent to speakers to ensure all necessary documentation is received. Proofreading, editing and minor translations where necessary.
Sends relevant documentation to interpreters
Ensures Speakers’ Management Team is briefed for role on the spot
Coordinates materiel delivery to speakers’ room (via pallet)
On spot, the person will need to coordinate the set-up of speakers’ room, to check all PPTs of the day have been received, follow-up on missing ones, check all speakers have arrived at event venue, follow-up on missing ones
Provides administrative support and assistance to speakers
Updates website and other channels with programme changes
Informs interpreters of changes
Liaises with Communication team for upload of PPTs to e-library
After the event, the person should draft and send (or liaises with session managers to send) thank you emails and will contribute to post-event report and analysis
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
Jouw profiel
PROFILE
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
Aanbod
They offer a friendly, caring and dynamic work atmosphere with a great team of 130 international colleagues, working together on the opportunities and challenges affecting the public transport sector. Based in downtown Brussels with colleagues in different regions of the world, our new colleague will be able to contribute to the service and business excellence of our multi-cultural organisation and membership.