The Communications and Events team is looking for a full-time Events and Communications Assistant. Reporting to EORTC’s Head of Department and working under the supervision of our Events Manager, the Events and Communications Assistant will be responsible for ensuring operational aspects of EORTC-organised events/meetings, including coordination and follow-up of registrations and on-site logistics. Finally, the Assistant will support all aspects of communications (social media, newsletters, website).
Main responsibilities / Major Activities
Support to Events team (70%)
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EORTC Event/Conference logistics:
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Support the Events Manager on all logistical aspects prior to, during & after the event/conference, including:
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Supporting industry third parties with logistics/operations related to their participation/sponsorship, leading up to & after the event
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Coordinating event/conference materials with external parties (e.g., media, suppliers) and arranging material shipment to event location
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Arranging accommodation at event location, catering & social activities on-site
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Organising on-site personnel (e.g., hostesses, security, caterers)
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Arranging on-site AV/IT
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Compile analytics of the event/conference for reporting purposes (e.g., attendance, coverage)
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Assisting in event registrations
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Processing payments, invoicing and sending payment reminders
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Coordinating mailings together with Event Coordinator (save the date, registration invitation & reminder, etc.)
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Answering registration queries
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Preparing scan & go vouchers and badge layouts with supplier
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Managing the onsite registration area
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Group Meeting operations:
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Under supervision of the Event Coordinator, support the organisation of the Spring & Autumn series of (12-16) Group meetings according to requirements, audience & objectives – collaborating closely with Groups’ points of contact for meeting agenda/content;
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Set up individual Group Meeting webpages and update these with meeting agenda / other relevant information;
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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;
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Manage Group Meeting logistics-related communication to participants e.g., ensure appropriate mailing lists, send out timely communications and follow up as appropriate;
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Coordinate meeting logistics e.g., 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;
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Support to Communications team (30%)
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Prepare newsletters (using Mailchimp)
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Support in elaborating social media plans
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Coordinate website updates
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Participate in the activities of the Communications team
Profile
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Degree in communications/public relations, hospitality management, administration or related field is preferred;
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Experience in event organisation/operations required;
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Experience in event-related communications is a plus;
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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;
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Independent, self-starter who can drive deliverables to execution with minimal supervision;
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Strong attention to detail;
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Desire to learn new technologies;
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IT literacy / technical skills – proficient in the use of MS Office & notably MS Teams;
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Excellent command of English (written & spoken) and presentation skills.
