Conference Co-ordinator

2 weeks ago


Kingston upon Hull, United Kingdom Association of Association Executives Full time

THIS JOB IS PART TIME AND PART WORK-FROM-OFFICE & PART WORK FROM HOME

ONLY PEOPLE WITH EXPERIENCE OF BUSINESS EVENTS SHOULD APPLY.

The Association of Association Executives is looking for a person to fulfil the role of Conference Co-ordinator in a growing events programme.

The role will be supporting the running of conferences and seminars, reporting to the Executive Director, and working with a total team of 5 people.
- Hours are 15-25 per week depending on how busy the events are, and 40 hours in the two weeks before and during major events._

**Conference Co-ordinator tasks**:

- Monitoring delegate registrations and making guest and\ exhibitor registrations
- Updating the website with programme and other content (full training on the system provided)
- Manage the event mobile apps for larger events, including adding content (full training provided)
- Book speaker travel and accommodation
- Managing accommodation blocks for larger events
- Communicate with speakers and delegates where required
- Working with Events Manager and suppliers
- Manage the event schedules
- Manage registration/badging onsite for small events and with contractors for large events
- Collating and checking speaker presentations
- Liaising with printers/designers and other suppliers
- Put together agendas / guides
- Proof reading
- Any other administrative tasks

**Engagement Co-ordinator tasks**:

- Review sponsor, exhibitor and advertiser client agreements as confirmed
- Call each client to initiate their involvement and to run through their options and requirements
- Set up clients in our website and management system
- Monitor client's activities
- Call each client every two months to ensure they have everything they need
- Draw up template guidelines for each event/product for Sponsors, Exhibitors, Advertisers (from templates) and send to clients
- Check websites, event app and materials relating to branding/content for Clients
- Update website, mobile app and materials as required with client information
- Co-ordinate with marketing and programme on client's presence and programme involvement

**REQUIREMENTS**
- 15-25 hours per week of flexible working (with core hours between 10am - 4pm) - but able to travel to events and be away from home for approximately total of 10-12 days per year as extra (occasional weekend travel required but long notice given)
- Be prepared and open to have technical training on our CRM system and Salesforce.
- Overseas and London travel to events with advanced notice

**BENEFITS**
- Opportunity to grow your knowledge and skills in conferences
- Travel within Europe
- Flexible working times to suit your needs
- Full support and training from the AAE team
- The position is part-time, permanent and on contract, as with other staff._

**Job Type**: Part-time
Part-time hours: 15-40 per week

**Salary**: £12.00-£16.00 per hour

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Kingston upon Hull

Expected start date: 03/02/2023



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