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Conference Coordinator ECCO - The European CanCer Organisation

5:26:00 PM

Brussels, Belgium

OVERVIEW

The Conference Coordinator is at an operational level the interface between all stakeholders involved in the project, and he/she facilitates the processes by delivering all operational needs of the conference. His/her work in close liaison with the Project Manager, and each member of the Project Team is vital for the success of this dynamic, multitask and flexible role.

REGISTRATION COORDINATOR: for 50% of his/her time, the Registration Coordinator is responsible for implementing the registration procedures and processing registrations for assigned projects. The Registration Coordinator is the sole contact person for all persons registering for a conference, and he/she is in charge of the complete follow-up of each registration. His/her position is key in developing a good internal process, and a good relationship with all conference participants, pre, during, and post-conference.

RESPONSIBILITIES

CONFERENCE COORDINATOR

  • To work on venue & destination selection with the Project Manager
  • To carry out site inspections in collaboration with the Project Manager
  • To develop, implement and manage the organisational aspects related to the
  • assigned conferences in a strategic and effective way
  • To assist the Project Manager in preparing and managing the budget,
  • including reporting to Committees
  • To assist the Project Manager in drafting and negotiating all contracts related
  • to the events
  • To assume and coordinate all logistical support before and during
  • conferences, including:
  • Telecom
  • Audiovisuals/IT
  • Catering
  • Conference material
  • Conference centre services
  • Accommodation
  • Local staff
  • Social events
  • Liaison with external partners (media groups, technical suppliers)
  • Printing;
  • Signposting;
  • Website.

MAIN RESPONSIBILITIES

REGISTRATION COORDINATOR

  • To develop registration timeline and processes with the Project Manager, and implement them in the internal system;
  • To assist the Project Manager in preparing and managing the registration budget;
  • To create registration forms and integrate them into the existing tools (website, publications);
  • To take care of registrations for assigned conferences, including: Answer all requests related to registrations;
  • Acknowledge and confirm receipt of registrations;
  • Process payments & invoices;
  • Manage registrations in the database;
  • Follow-up with all participants pre-conference;
  • Prepare registration material;
  • To coordinate, together with the Project Team, special registrations (such as speakers, committees, VIPs, staff, etc);
  • To prepare statistics and registration reports on a regular basis;
  • To support the Project Manager in planning the onsite registration area;
  • To manage the registration area during the event, including: Organise the registration desks & materials;
  • Supervise the registration local staff (hostesses);
  • Welcome participants to the conference;
  • Hand out all registration materials;
  • Permanent support for last minute and onsite requests;
  • To follow-up after the conference, for administrative and financial closing;
  • To prepare final registration report after the conference.

DESCRIPTION OF THE RELATIONSHIPS

  • Reporting to the Congress Operations Manager;
  • Close collaboration with: Project Manager;
  • Corporate Marketing Manager;
  • Scientific Programme Coordinator;
  • Communication Coordinator;
  • Conference/Registration Coordinator.

SKILL SPECIFICATIONS

  • Administrative and computer skills, including good knowledge of MS Office, Internet, email technologies, Adobe Fluency in spoken and written English (other European languages would be an asset);
  • Excellent written and verbal communication skills including good editorial skills;
  • Ability to negotiate, establish and maintain relationships with suppliers/partners in the meeting industry;
  • Ability to take initiative, prioritise and work under set deadlines;
  • Ability to function accurately and efficiently in a multi-task work environment;
  • Ability to work independently and in team.

PROFILE & EXPERIENCE

  • The responsibility for the wide spectrum of activities requires an individual with a diverse range of competencies and with an ability to work with multiple projects;
  • Three years experience in the International Conference sector (planning and execution);
  • Detail minded, and well organised.

Interested? Please email your CV and motivation letter for the attention of Mr. Michel Ballieu

michel.ballieu@ecco-org.eu

For more details and to apply for this job click here

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