Events and Conferences Co-ordinator

1 week ago

Edinburgh, Edinburgh, United Kingdom ASME Full time

Events and Conferences Co-ordinator


The Association for the Study of Medical Education (ASME) is recruiting for an
Events and Conferences Co-ordinator for its central offices in Edinburgh, Scotland.

ASME is a charity membership association, with members based throughout the UK and overseas.

We champion and undertake research into medical education through our committees and groups and their regular meetings, courses, workshops and conferences, which are attended by an international audience, including our flagship conference, the _Annual Scholarship Meeting_ (ASM).


The Events and Conferences Co-Ordinator is responsible for the planning, administration and execution of all conferences, courses and workshops on behalf of ASME, and managing a portfolio of online events throughout the year (each approximately 20-60 delegates), the _Annual Scholarship Meeting_ (ASM) (approximately 600 delegates) and the _Researching Medical Education_ (RME) annual conference (approximately 180 delegates).

These events may be face-to-face, online or hybrid.

Duties include:

  • Preparing, managing and monitoring the different events budgets, providing projected annual events budgets for the accountant and reporting back to the Board of Directors.
  • Arranging advertisements in ASME's Medical Education journal on monthly basis in advance.
  • Liaising with the appropriate ASME Board members and the operations and administration team for successful execution of conferences, workshops and courses.
  • Managing the ASM Steering Group alongside the Director of Events to ensure appropriate updates and reporting are provided and decisions made in a timely manner.
  • Maintaining regular communications with internal and external stakeholders, such as conference venue providers/convention bureau, caterers etc.
  • Assisting with the design of events marketing and promotional materials both digital and print and liaising with ASME's graphic design and print suppliers.
  • Maintaining and updating the events pages of the ASME website and liaising with ASME's web developers.
  • Reporting to the Operations Supervisor working with them and the rest of the operations and administration team.
  • Writing and maintaining Standard Operating Procedures (SOPs) for the department so all activities are tracked and there is consistency in the approach to working practices.
  • Providing cover for other staff for holidays/sick leave (training will be provided).
  • Attending regular DEMEC (Developing Excellence in Medical Education Conference) meetings as an ASME representative and reporting back to the Chair/Operations Manager.
  • Any other tasks allocated.


Applications are invited from either suitably qualified Event Management or Hospitality, Tourism and Event Management graduates or experienced Event/Conference Organisers who are looking to develop their careers within a busy office.

-
Essential

  • A relevant degree and/or signifcant experience working in the conference/event industry
  • Previous experience in organizing small and large conferences, facetoface, online and hybrid
  • Previous experience in creating and maintaining event budgets and reporting
  • A highly organised and efficient individual with the ability to multitask dealing with numerous events simultaneously
  • Ability to prioritise workload, have a high level of care and attention to detail, with excellent organizational skills
  • A high standard of written and spoken English
  • Team player with excellent interpersonal and communication skills with the ability to build strong working relationship both within ASME and externally with suppliers
  • Advanced knowledge of Microsoft Office is essential, including the following packages:
  • Word, PowerPoint and Excel, with a good practical working knowledge of spreadsheets and databases
  • Previous experience of managing budgets and coordinating large conferences is essential
  • Excellent coordinating and organisational skills as well as a flexible approach to working are essential
  • The ability to show initiative and prioritise work is essential, as is the ability to demonstrate diplomacy and sensitivity in dealing with all customers
  • The post holder is required to work mainly autonomously and must display maturity and understanding in making decisions and progressing issues with limited supervision whilst also being an effective team player

Desirable

  • The ability to communicate confidently and professionally with staff at all levels
  • Confident and competent to use their own initiative, work autonomously and be able to work to numerous deadlines
  • Ability to think laterally, have a proactive approach, and foresee problems before they arise
  • Previous experience of working with website systems and updating websites is desirable but not essential, Wordpress experience advantageous
The role is a full-time staff position with an excellent salary package and development opportunities.

**As the role involves attendance at most of the

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