Conference Executive

We are delighted to be working again with a Scottish based Professional Conference and Exhibition Organiser to recruit a Conference Executive to join their growing team in either Edinburgh or Glasgow.

Our client manages large national and international conferences for the medical, academic and life sciences sectors throughout the UK, Europe, North America and Asia. They are specialists in delivering face to face congresses, hybrid and fully virtual events.

**Position reports to**
Conference Manager

**Location**
Edinburgh or Glasgow (preferred)

**Salary**
Up to £28,000 depending on experience

**Role Purpose**
You will assist the Senior Managers on a portfolio of major conferences and exhibitions in the UK and abroad managing a workload of multiple projects.

**Role Responsibilities**
- Organising dates, venues, catering, travel and accommodation for client meetings
- Supporting the Conference Managers to produce agendas and collate papers
- Attend meetings and produce accurate minutes
- Act as the main point of contact on projects in the absence of the Conference Manager
- Work closely with the Conference Managers on development and implementation of an in depth Project Planner ensuring that all deadlines are met and no activities are overlooked
- Working closely with the Delegate Administration team on weekly reports regarding registrations ensuring the Client is provided with accurate financial and statistical reports
- Sourcing quotations from venues and suppliers whilst negotiating when required
- Creating and maintaining contact databases for all projects including potential delegates, exhibitors and sponsors
- Execute the Marketing Plan, under the supervision of the Conference Manager, ensuring accuracy and quality of all on and offline marketing materials
- Drafting copy/images for Web Pages, writing and designing E Newsletters and other delegate communications
- Preparing letters of invitation to invited speakers whilst monitoring responses, collating biographies, photos and other information for publication on the conference website
- Develop a sponsorship outreach plan for each event with the Conference Manager whilst negotiate sales packages with industry and other stakeholders Liaising with sponsors and exhibitors
- Drafting and issuing the Exhibitor Prospectus, confirming bookings and providing general support in the run up to the conference
- With the support of the Senior Manager prepare exhibition floorplans and handle all day-to-day exhibitor enquiries
- Explore other income generating streams such as identifying new exhibitors/sponsors, negotiating collaborative deals with associated events or societies etc
- Research accommodation options and negotiate best rates for each conference, including negotiation of group booking contracts, provide rooming lists and ensure no rooms are left unsold
- Research venues for evening social events and negotiate costs and menus with the venue
- Researching options for pre-post conference tours for delegates and partners
- Prepare Survey Monkey questionnaires for each project for delegate and exhibitor feedback and collate results for presentation to the client
- Ensure all suppliers invoices have been received and match the budget
- Manage existing client relationships
- Manage the submission and review process or the registration software platform (EventsAir)

**Key Skills**
- Proven experience in a similar role
- Experience of working on virtual/hybrid events however not essential
- Experience on delegate management systems - preferably EventsAir or other similar platforms (Training will be provided)
- Efficient multi-tasker and ability to work under pressure
- Excellent written and verbal communication skills
- Can demonstrate experience of working in a similar fast-paced environment
- Flexibility with holiday arrangements/personal commitments so that you can attend conferences as required throughout the UK and abroad
- At least 3 years previous experience as an administrator
- Fast, accurate typing and strong numerical skills are essential
- Ability to quickly learn new software programmes
- Strong customer service focus and confident and professional telephone manner
- Excellent working knowledge of Excel and Word
- On occasions, ability to work away from home to assist on-site at conferences in the UK or abroad

**Benefits**
- £23,000 - £28,000 DOE
- Contributory company pension scheme.
- 20 days annual leave plus public holidays
- Days off in lieu of extended periods if working off-site
- Additional week’s leave after 5 years of continuous service.

**Next Steps**

**Equal Opportunities**
Cross Resourcing is committed to equal opportunities regardless of gender, race, disability, sexual orientation, religion or belief and age