Communication & Marketing
Programmes & Events
Junior Communications and Events Assistant
European Organisation for Research and Treatment of Cancer
Posted on 20.11.2023 Rolling application
The Communications and Events team is looking for a Communications and Events Assistant (1-year fixed term, from 1 Jan 24 to 31 Dec 24). Reporting to EORTC’s Head of Communications and working under the supervision of our Events Manager, the Communications and Events Assistant will be responsible for coordinating the execution of event operations for the bi-annual meetings of EORTC’s Disease-Oriented Groups.
The role will furthermore ensure operational aspects of EORTC-organised events/conferences, including coordination and follow-up of event sponsorship-related operations and on-site logistics. Finally, the Assistant will support all aspects of communications (social media, newsletters, website).
Support the organisation of the Spring & Autumn series of (12-16) Group meetings according to requirements, audience & objectives – collaborating closely with Groups’ points of contact for meeting agenda/content.
Set up individual Group Meeting webpages and update these with meeting agenda / other relevant information.
Manage the registration process for Group Meetings e.g., set up registration forms, respond to queries from participants, liaise with EORTC’s Network Relations Office regarding eligibility of participants, and communicate login instructions to participants.
Manage Group Meeting logistics-related communication to participants e.g., ensure appropriate mailing lists, send out timely communications and follow up as appropriate.
Coordinate meeting logistics e.g., book meeting timeslots, set up meeting platform (virtual/hybrid meetings) or arrange setup of meeting space (in-person meetings), organise speaker rehearsals, provide technical support during rehearsal & meeting; ensure meeting logistics are delivered smoothly and step up to resolve any issues.
Support the Events Manager on all logistical aspects prior to, during & after the event/conference, including:
Supporting industry third parties with logistics/operations related to their participation/sponsorship, leading up to & after the event.
Coordinating event/conference materials with external parties (e.g., media, suppliers) and arranging material shipment to event location.
Arranging accommodation at the event location, catering & social activities on-site.
Organising on-site personnel (e.g., hostesses, security, caterers).
Arranging on-site AV/IT.
Compile analytics of the event/conference for reporting purposes (e.g., attendance, coverage).
Preparing newsletters (using Mailchimp).
Supporting in elaborating social media plan.
Coordinating website updates.
Participating in the activities of the Communications team.
Degree in communications/public relations, hospitality management or a related field is preferred.
Experience in event organisation/operations is desirable.
Experience in event-related communications is a plus.
Strong organisational, time management & project management skills & experience; flexibility & high sense of priority setting – the ability to work independently on multiple meeting/event projects in parallel and deliver on agreed timelines.
Independent, self-starter who can drive deliverables to execution with minimal supervision.
Strong attention to detail.
Desire to learn new technologies.
IT literacy / technical skills – proficient in the use of MS Office & notably MS Teams.
Excellent command of English (written & spoken) and presentation skills.
Competitive salary package
Hybrid working environment (from Belgium)
30 days holidays (full time)
Hospitalisation insurance and ambulatory care
Reimbursement of public transport
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