Conference and Events Coordinator / Officer position

Conference and Events Coordinator / Officer position

SW1P, London

£27,000 – £29,000 per year

Permanent, Full-time

Job Description

We are seeking a bright individual with an ability to lead and manage RES events at a time of organisational growth and development. The Conference and Events Coordinator/Officer is responsible for the planning and delivery of the Royal Economic Society’s (RES) annual programme of events which currently includes an annual international academic conference, mentoring retreat, public lecture, and the European PhD job market (a partnership with other organisations). The role also involves reporting and coordination between RES staff, the Conference Secretary, other officers and local organisers/staff. We are looking for a candidate that is flexible and happy to roll up their sleeves in a varied and dynamic role. Someone comfortable managing multiple tasks, have great organisational skills and a strong events background.

Key Responsibilities

Event organisation

• Act as primary point of contact for all enquiries related to the Conference and events, including delegates, keynote speakers and exhibitors.
• Build and manage positive relationships with internal and external stakeholders.
• Book and liaise with event venues, filming, catering companies and other third-party stakeholders to produce the highest quality events.
• Operational responsibility for event budgets and preparation of post-event financial/activity reports.
• Provide administrative support to the Conference Secretary, including organising and supporting the Conference Committee meetings, ensuring that actions arising are progressed and that best practice is shared.
• Briefing RES staff and officers in the lead up to events as well as on the day, and overseeing and coordinating event volunteers.
• Successfully managing the event on the day, troubleshooting any last-minute issues and drawing on support from RES colleagues where appropriate.
• Develop and maintain electronic and paper filing systems, databases and spreadsheets of all key documents and contracts.

Sponsorship and marketing

• Seek revenue from sponsorship and other appropriate forms of event income
• Work with colleagues to compile and disseminate publicity materials such as e-marketing campaigns, leaflets, posters and programmes for events, using social media and other digital channels as appropriate
• Maintain accurate event registration lists using conference programme software, manage the conference registration process and be responsible for updating the conference webpages.

Planning and event development

• Gather and analyse data on all events, including the booking process and attendance rates.
• Provide regular reports on the impact, effectiveness and financial outcome of events.
• Utilise the feedback on events (both operational and end user experience) to further develop the events programme.

Person Specification

Essential Skills

1. At least 2 years’ experience of organising and running events including dealing with operational details on the day
2. Experience of working with different event stakeholders and managing the working relationships over the lifetime of the event.
3. Educated to at least A-level standard or equivalent
4. Exceptional organisational skills, as well as an ability to work independently using own initiative and prioritising skills
5. Excellent written and verbal communication skills
6. Experience of financial record keeping and delivering projects within budget
7. Experience of evaluating and reporting on event activities
8. Significant experience with IT, including MS Office packages (Excel, Word and PowerPoint) as well as web content management
9. Ability to use tact and diplomacy and to represent the organisation at external events in a professional manner.
10. Ability to work well within a team with a flexible can-do approach to work

Desired Skills

1. Knowledge of Conference Maker or similar conference paper submission/event organising software
2. Experience of organising academic conferences
3. Experience of advertising and liaising with external organisations for sponsorship in order to generate income to continue RES programme of events

For more information, please refer to the attached Job Description.

Application Process: Please apply via CharityJob by 1 July 2019 by sending your CV along with a personal statement outlining how you meet EACH person specification point. You can either add the personal statement to your CV and upload one document. Alternatively, use the Cover Letter facility to present your personal statement and then add your CV separately.

Enquiries: For further information, or if you require any reasonable adjustments in submitting your application, please contact the RES office via e-mail.

The Royal Economic Society is committed to equality and valuing diversity.