Job Description

In this newly created role, you will have the opportunity to manage the long-term planning of our governance functions (The Board, The Scientific Advisory Board, and the Heads of Nodes Committee) to ensure transparency, timely development of agendas, briefing notes and decision papers, as well as overseeing the appointment process of people to these committees.

You will also responsible for the overall operational processes (e.g. procurement and venue negotiations, administrative procedures and data protection) and ensures that events are organized cost-effectively and in full compliance with all relevant regulations. As appropriate the role will act as the delivery lead or project manager for major events.
You will:

• Proactively manage and plan governance functions: ensuring long-term planning of agendas; coordination of the preparation of decision documents; completion of minutes and other documents as appropriate.
• Maintain agreements with Nodes, ensure the required reviews take place and be responsible for accurate and up to date internal record-keeping.
• Independently plan, schedule and manage the major events organized by the Hub including organizing and clarifying contributions from Hub colleagues and coorganisers.
• Ensure effective communication with internal and external contacts, including suppliers and venues.
• Provide effective communication related to meeting logistics and ensure clarity on requirements within the Hub team.
• Forecast event costs and budget; oversee cost reconciliation for events.
• Continuously develop and maintain effective document management related to areas of responsibility.
• Proactively work as part of the Hub team to ensure that overall objectives are met.
• Effectively and proactively communicate outcomes, risks, and ongoing processes to the Head of Operations.
• Be fully aware of company long term strategy, particularly how it affects the governance functions.
• Represent us, as appropriate, in interactions with internal and external stakeholders.

Required Knowledge, Skills, and Abilities

• University degree in relevant discipline or equivalent professional experience.
• Experience of project and event management in international industrial, academic or research environments.
• Experience of organizing and independently managing delivery within a multidisciplinary, collaborative team environment.
• Exceptional accuracy and attention to detail.
• A high level of literacy with documented ability to effectively communicate with excellent verbal and written English.
• Comfortable working and contributing to a multidisciplinary team.
• Experience in handling deadlines and workload by actively managing and clarifying priorities.
• Ability to evolve and adapt in line with continuous improvement processes, methodologies and technologies
• Experience of managing governance functions of publicly funded bodies in international and/or research environments.
• Experience in Project Management and coordination (supporting PI, Participants, Project Coordinators, Project Administrator, Communication, Event Organization).
• Understanding of project management processes;
• Understanding of governance processes and principles in public bodies;
• Advanced knowledge of MS Office (Word, Excel, PowerPoint) and G Suite (Docs, Sheets, Slides);
• Advanced knowledge of email clients (e.g. Mac Mail or Outlook);
• Ability to communicate to a professional level in additional European languages.