Medical Events Coordinator

3 days ago

Letchworth, Hertfordshire, United Kingdom Medivents Full time

About the Role

As a Medical Events Coordinator, you will provide exceptional administrative support to our company directors and assist with a diverse range of office and event tasks. This is a fantastic opportunity to work as part of a dynamic team managing our busy medical meetings portfolio.

The role is full-time, although there may be scope for school hours, and flexibility around core hours will be necessary at times.

Main Responsibilities

  • You will provide administrative support and diary management to company directors, ensuring seamless coordination of their schedules.
  • Coordinate the movement and delivery of event materials, guaranteeing timely and efficient logistics.
  • Handle calls into the Medivents office, providing professional and courteous assistance to callers.
  • Schedule, diarize, and attend committee meetings for various clients, both in-person and online. These meetings are typically quarterly or monthly, depending on the client, and may occasionally take place outside regular working hours due to attendees' commitments.
    • Book venues for face-to-face committee meetings, including any dial-in facilities required for virtual attendance.
    • Arrange and schedule virtual meetings, utilizing video conferencing tools as needed.
    • Organize travel, accommodation, and other logistical arrangements for committee members when necessary.
    • Support the Secretariat function by providing day-to-day assistance to committee and trustee members, including induction processes, paperwork, and access to shared drives.
    • Create agendas and distribute them, along with relevant papers, to all attendees prior to meetings.
    • Collate apologies for absence and pre-event information, ensuring that all necessary details are communicated effectively.
    • Take accurate minutes and meeting notes, circulate them to committee members within agreed timescales (usually the next day), and follow up on assigned actions where required.
  • Source and book suitable venues for events, from small committee meetings to client-facing events, taking initial briefs, identifying and contacting potential venues, obtaining proposals, and producing costings and overviews.
  • Develop and edit event materials, such as agendas, invitations, website content, and supporting documentation, collaborating with graphic designers to brief, check, proof-read, and update materials as necessary.
  • Manage and update event information for virtual, hybrid, and in-person events, ensuring that changes are reflected across all relevant materials and documents.
  • Participate in conference planning meetings, create and distribute agendas, take meeting notes, and follow up on actions and outcomes.
  • Familiarize yourself with the Medivents event management system (currently EventsAir) to assist with general event administration tasks, such as editing registrations, creating certificates of attendance, and finding delegate records.
  • Support the preparation of all necessary documents for conferences, including booking confirmations, joining information, and online surveys.
  • Provide ad-hoc pre-event support to other members of the events team, helping with chair briefing packs, obtaining presenter slides and biographies, and sending reminders.
  • Assist with the preparation of on-site documents, such as team briefing packs, signage, badges, rooming lists, awards, and prizes, which may require additional hours in the office before events.
  • Attend events as part of the on-site events team as required, presenting a professional image and responding positively to delegates', speakers', and clients' needs.
  • Support post-event actions, including unpacking equipment, maintaining supplies, issuing attendance records and certificates, checking and processing attendee expenses, conducting online surveys, and attending debrief meetings.
  • Contribute to the events team in scheduling invoice raises and payments to suppliers, adhering to payment terms and requirements.
  • Help obtain final costings from suppliers, update and reconcile budgets after events.

Requirements and Qualifications

  • Strong, accurate administration skills are essential.
  • Exceptional organizational skills and the ability to multitask are crucial.
  • Able to cope well under pressure and maintain attention to detail.
  • Experience in producing agendas and taking minutes for meetings is desirable.
  • Ability to manage multiple deadlines and actions across various projects and clients simultaneously.
  • Good research skills are necessary.
  • Able to work independently, make decisions, and find solutions to problems.
  • Confident communication skills with people at all levels.
  • Fluency with MS Office, particularly Teams, Excel, and Word.
  • Will to learn new skills, including online technology (event management systems, online surveys, etc.).
  • A friendly team player with a 'can-do' attitude.
  • Common sense and ability to take initiative.
  • Able to remain calm under pressure.
  • Energy and enthusiasm for the company and the role.
  • Strong command of the English language both verbally and in writing.

Working Arrangements

  • This is a full-time position, though some flexibility may be possible.
  • Expected hours: 20-35 per week.

Benefits

  • Casual dress policy.
  • On-site parking available.

Location

  • In-person work location.

We estimate the salary for this role to be between £24,000 - £30,000 per year, commensurate with experience.

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