Event Coordinator

5 days ago

Saffron Walden, Essex, United Kingdom EMBL-EBI Full time
Job Description

We are seeking a highly organized and detail-oriented individual to join our team as an Event Organiser at the European Bioinformatics Institute (EMBL-EBI).

Key Responsibilities
  • Administer events from initial concept to post-event wrap-up, ensuring seamless execution and high standards.
  • International liaison with scientific speakers and trainers, handling invitations, reimbursements, and other logistical tasks.
  • Communicate effectively with event participants worldwide, managing registrations, reviews, and abstracts.
  • Control expenditure on assigned events, delegate individual event budgets, and monitor registration fee payments.
  • Work with customer relationship management databases and events software to manage event registration, reviews, abstracts, and other processes.
  • Coordinate event logistics, including catering, technical, transport, international travel, and accommodation.
  • Coordinate virtual event logistics, including handbooks, video links, and communication channels.
  • Program non-scientific content of events, such as social and networking provision, off-site dinners, etc.
  • On-site and virtual coordination/hosting of events.
  • Prepare financial and statistical reports following events and collate information for funders and partners.
  • Contribute to projects and work groups to advance the continuous development of the training team.
  • Build and maintain good relationships with internal and external partners, scientific organisers, and service providers.
Requirements
  • Experience in organising both in-person and virtual events, ideally with a range of participants from 10 to over 100.
  • Comfortable planning several events simultaneously and familiar with the needs of professionals travelling to international events.
  • Self-motivated individual with excellent organisational, communication, and interpersonal skills, able to work effectively as part of a team.
  • Strong service ethic and ability to make delegates feel well looked after.
  • Experience of database entry and management, and a good knowledge of MS Office applications, email, and internet applications.
  • Excellent written and spoken English language skills and an ambition to work in an international environment.
Benefits
  • Financial incentives, including a monthly family/marriage allowance, child allowance, and non-resident allowance.
  • Hybrid working arrangements.
  • Private medical insurance for you and your immediate family.
  • Generous time off, including 30 days annual leave per year and eight bank holidays.
  • Relocation package, including installation grant.
  • Campus life, including a free shuttle bus, on-site library, subsidised on-site gym and cafeteria, and extensive sports and social club activities.
  • Family benefits, including on-site nursery, child sick leave, generous parental leave, and holiday clubs on campus.

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