Conference Administrator

3 months ago

Teddington, United Kingdom The Conference Collective Ltd Full time

**Conference Administrator**

The Conference Administrator will be the first point of contact for our conference delegates providing information, advice and support in respect of their attendance at both online and in-person events. You will also provide a supporting role to the Conference Managers/Director, in all aspects of conference management.

This is a fantastic position for a individual looking to start a career in the events industry. This role will provide invaluable experience from start to end of the conference planning process, working closely with the Conference Managers.

You will be expected to undertake the specific responsibilities listed below:

- Setting up and processing delegate registrations, using our delegate management software (currently Eventsair)
- Preparing standard correspondence in relation to all events for approval by Conference Managers/Director
- Preparation and collation of badges, delegate pack inserts and general conference materials prior to attendance at conferences i.e. tickets, signage, delegate lists etc
- Providing a supporting administrative role to the Conference Managers/Director
- Assisting with logistics of multiple events, undertaken by several Conference Managers
- Liaison with subcontractors to ensure the smooth running of event registration (primarily software suppliers)
- Setting up abstract submission for a range of events
- Checking scientific abstracts submitted online and preparation / mailing of materials to authors under supervision of Conference Manager/Director
- Populating virtual conference platform using OnAir software, including exhibitor, sponsor and delegate areas
- Updating websites built on EventsAir and Wordpress
- Reconciling receipt of delegate payments and undertaking credit control to ensure all delegate fees and membership fees are paid in full and on time
- Ordering appropriate signage under the supervision of Conference Managers/Director
- Supporting the delivery of online events
- Building event apps, using a range of software
- Additional duties as deemed appropriate by the Directors may be allocated from time to time.

**Hours of Work**:
The hours of work are 09.00 - 17.30 from Monday to Friday.

Attendance at conferences throughout the UK and occasionally abroad will be expected. This will include overnight stays.

**Skills required**:

- Maintain a professional attitude when dealing with colleagues, clients, delegates, suppliers and members of the public
- Proven knowledge of EventsAir or similar software would be a distinct advantage
- Producing detailed reports in Excel
- Computer literacy with a good working knowledge of Microsoft Word and Outlook, excellent Excel skills, knowledge of using social media in a business environment, confident data processor and familiarity with online marketing.
- Experience of office procedures including drafting business correspondence with an excellent command of written and spoken English
- Managing a schedule of reports to send to clients
- Be able to maintain appropriate administration procedures, maintain and coordinate communications and establish new standard operating procedures when required
- Ability to prioritise and take instruction as well as communicating regularly to keep colleagues informed
- Attention to detail is vital
- The ability to remain calm under pressure
- A confident telephone manner
- Relevant experience in event management and general office administration.
- A flexible approach to working is essential in this industry.

**Line Management**

The Conference Administrator will report to the Conference Managers who will be responsible for ensuring the allocation of work.

**Salary**: £20,000.00-£25,000.00 per year

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Teddington: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Teddington

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