Conference Manager Support Role
Reporting to: Divisional Manager
Division: Finance, Tax & Accounting (8th Floor)
Location : 29 Bressenden Place, Victoria, London SW1E 5DR
Deadline: Friday 9 th March 2012
Role may include :
· Maintaining close speaker liaison to ensure that presentation documents
& speaker biographies are sent through in time
· Maintaining an up-to-date speaker contact spreadsheet
· Booking bedrooms and flights
· Dealing with general queries from:
· speakers
· delegates
· conference producers
· and other external suppliers
· Liaising with venues:
· bedroom allocations
· room configurations
· food & beverage orders
· break timings
· Communicating speaker presentation requirements:
· audio visual requirements to AV company
· provision of display files to AV company for pre-load on to conference laptop
· Arranging, collating and sending all materials to printer for documentation pack to be printed prior to conference
· Ensuring numbers of any items ordered are sufficient without being wasteful
· Checking & preparing crates containing organisational materials for the conference and co-ordinate all deliveries to venue
· Responsibility for the smooth running of the conference at the venue on the day
· Creating and circulating evaluation forms post conference in order to gain feedback on the event
· Create post-show documentation files
· Ensure that all supplier invoices are processed in a timely manner
Skill Requirements:
· Multitasking & time management - managing the demands of multiple conferences and being able to prioritise the different tasks successfully.
· Communication - Maintain appropriate level of contact with all speakers on your conferences ensuring that they have all of the information they need to present at an IIR conference and also that you obtain all of the necessary deliverables from them by the specific deadline for that conference. (especially over the telephone)
· Administration – Maintaining clear conference files and keeping appropriate records of all communication and certain vital procedural detail. Good organisation skills
· Accuracy – attention to detail is key
· Focused (calm) – able to cope with the pressures of multiple deadlines and responsibility
· Computer literate - confident working in Excel, Word, PowerPoint & Outlook
Interested applicants should send their CV and covering letter (including salary expectation) to Jo Horsfall (Head of Logistics) or for further details on the position please contact Jo on +44 (20) 701 77214
Internal applicants must inform their managers if they wish to apply for this role.