Meeting/Event Logistics Coordinator

Main responsibilities / Major Activities

Group Meeting operations:

• Plan the Spring & Autumn series of (12-16) Group Meetings from start to finish according to requirements, audience & objectives – collaborating closely with Groups’ points of contact for meeting agenda/content;
• Set up individual Group Meeting webpages and update these with meeting agenda / other relevant information;
• Manage the registration process for Group Meetings e.g., set up registration forms, respond to queries from participants, liaise with EORTC’s Network Relations Office regarding eligibility of participants, communicate login instructions to participants;
• Manage Group Meeting logistics-related communication to participants e.g., ensure appropriate mailing lists, send out timely communications and follow up as appropriate;
• Coordinate meeting logisticsg., book meeting timeslots, set up meeting platform (virtual/hybrid meetings) or arrange setup of meeting space (in-person meetings), organise speaker rehearsals, provide technical support during rehearsal & meeting; ensure meeting logistics are delivered smoothly and step up to resolve any issues;
• Propose suggestions to further optimise Meeting logistics and enhance meeting success;

EORTC Event/Conference logistics:

• Support the selection of destination & venue, and carry out / participate in pre-event site visits;
• Support the Senior Events Manager on all logistical aspects prior to, during & after the event/conference, including:
  • Exploring digital platforms for events
  • Supporting industry third parties with logistics/operations related to their participation/sponsorship, leading up to & after the event
  • Coordinating event/conference materials with external parties (e.g., media, suppliers) and arranging material shipment to event location
  • Arranging accommodation at event location, catering & social activities on-site
  • Organising on-site personnel (e.g., hostesses, security, caterers)
  • Arranging on-site AV/IT
• Ensure effective briefing of on-site personnel, and supervision during the event;
• Ensure on-site operations are delivered smoothly, and step up to resolve any issues;
• Compile analytics of the event/conference for reporting purposes (e.g., attendance, coverage)

Profile

• Degree in communications/public relations, hospitality management or related field is preferred;
• Minimum 3 years proven experience in event organisation/operations in an international/European environment;
• Experience managing multiple meetings/events with up to a few hundred attendees; experience in managing virtual/hybrid meetings;
• Experience in event-related communications is a plus;
• Strong organisational, time management & project management skills & experience; flexibility & high sense of priority setting – ability to work independently on multiple meeting/event projects in parallel and deliver on agreed timelines;
• Strong interpersonal skills – keen to work in a multidisciplinary team, and to develop & nurture effective working relationships with various internal stakeholders as well as external vendors;
• Independent, self-starter who can drive deliverables to execution with minimal supervision;
• Strong attention to detail & ability to handle ambiguity;
• In-depth knowledge of digital platforms supporting meeting/event management, & a desire to learn new technologies;
• IT literacy / technical skills – proficient in the use of MS Office & notably MS Teams;
• Excellent command of English (written & spoken) and presentation skills.