Summit & Speakers' Management Officer

Association sans but lucratif représentants les intérêts du secteur du transport public dans le monde.

RESPONSIBILITIES

Speakers Management

• Manages the speakers’ management module in the event management tool: creating calls for abstracts, categorising applicants based, creating review pages, exporting reports, creating speakers’ platform, managing technical issues and all other back-office issues


• Prepares and collects material, manages Call for Abstracts process: drafts and launches call, set-up of modules in event management software, management of questions from applicants, drafting and sending of response communications to applicants


• Drafts and sends communications to Programme Committee, logistical organisation of committee meetings, minute-taking


• Manages, organises the selected speakers in the event management tool, publishes confirmed speakers on website, liaises with Marketing team to provide programme information for promotional brochure, checks and reminds speaker to register for event, liaises with session managers


• Liaises, communicates regularly with speakers and ensures follow-up of all questions, necessary documents such as speakers guidelines, terms and conditions, practical information to be drafted and sent to speakers to ensure all necessary documentation is received. Proofreading, editing and minor translations where necessary.


• Sends relevant documentation to interpreters


• Ensures Speakers’ Management Team is briefed for role on the spot


• Coordinates speakers’ gifts (selection, ordering etc)


• Coordinates materiel delivery to speakers’ room (via pallet)


• On spot, the person will need to coordinate the set-up of speakers’ room, to check all PPTs of the day have been received, follow-up on missing ones, check all speakers have arrived at event venue, follow-up on missing ones


• Provides administrative support and assistance to speakers


• Updates website and other channels with programme changes


• Informs interpreters of changes


• Liaises with Communication team for upload of PPTs to e-library


• After the event, the person should draft and send (or liaises with session managers to send) thank you emails and will contribute to post-event report and analysis

Support to annual summit & event project management unit

• Organises Internal meetings: room booking, room preparation, catering, smooth running of sessions, video checks, sound checks, agenda preparation and sending, minutes, follow-up;


• Organises hotel bookings and travel arrangements for the team when required


• Support the team with Any other logistical or administrative task that could be requested

PROFILE

• Experience in a similar position is a key asset (3 years)


• Excellent communication skills – excellent level of English and French, other languages are an asset


• Excellent planning and organisational skills


• Ability to manage time and priorities, stress resistant


• Sense of initiative, problem solving and proactivity mindset


• Ability to work in a team and liaise with multiple stakeholders – good interpersonal skills


• High degree of computer literacy and digital mindset


• Willingness to travel