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Office Administrator
  • United Kingdom - Northamptonshire - Northampton -
1 year ago
Administrator
Full Time
Job Description

You’ll take the lead on all seminar programme activities (their format may be online, hybrid or in-person) to ensure KPIs are met. You’ll provide full administrative support for all logistics and co-ordination of all meetings, webinars and seminars with particular attention to quality, deadlines and accuracy. 

Your role will be across the key elements of:

  • Seminar logistics (virtual, hybrid, face2face) (c. 40 events p/a)
  • Finance/budget management (including pricing)
  • Marketing (scheduling of marketing activities, web updates etc., member communication)
  • Continual improvement (working with Board lead to ensure programme is kept innovative and fresh in terms of topics and format)

Specifically your responsibilities will include:

  • Forward planning and scheduling to maximize lead times for marketing of the seminars programme, keeping website and member communications up-to-date
  • Responsible for all organizer, speaker, exhibitor and delegate management for seminars making sure all requirements are accurately recorded and that their needs are met before, during and after the seminar
  • Online Seminars: setup and run any online seminar or webinar (currently Go to Webinar and Zoom)
  • In-house or regional f2f events: To be responsible for on the day running of the seminars, organizing requirements for all internal educational meetings, to include room layout, catering and audiovisual, organize travel and accommodation for faculty as advised.
  • Help prepare delegate, speaker and exhibitor materials for meetings and seminars.
  • To undertake all delegate correspondence, sharing responsibility to monitor and take ownership of the general events inbox. Deal with initial enquiries, to confirm bookings and to process cancellations and ensure queries are resolved prior to the meetings.
  • Use of the Association CRM, and keep accurate records of booking numbers and patterns and to report progress to the team on a weekly basis.

Required Knowledge, Skills, and Abilities
We’re looking for a super-organized and super-efficient Seminar guru! You’ll bring proven experience of event administration and logistics, including online seminars, ideally from an Association/Membership body environment. Medical Sector experience is highly desirable. You’ll be used to and enjoy a busy work load, a role where communication, planning and delivery are all essential elements. You’ll enjoy working as part of a team to ensure your membership receive a fantastic service and go the extra mile to ensure the profession is brilliantly supported. Key candidate requirements include: Experience in running online events (gotowebinar or Zoom ideally). Experience working in an educational or professional body/association events teams (ideally educational events, seminars etc.). Highly desirable Medical sector experience would be great to have. Excellent admin, event co-ordination, and communication skills. Experience of event admin and logistics – (delegate and speaker communications, venue, scheduling, preparing materials etc., pricing, budget etc. – for both online and face-to-face events). Capable of remaining calm under pressure and working to deadlines, confident to use own initiative and manage own workload, anticipating and proactively solving important issues. Well organized with ability to multi-task and priorities effectively with strong time management skills. Good oral and written communication skills and an excellent telephone manner. Enthusiastic and able to work as part of a team. Confident communicating with people at all levels while maintaining a high standard of diplomacy and professionalism. Ability to develop and maintain effective relationships with staff, council, members and external contacts.

Reference no: 54947

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