Conference and Events Administrator

Responsibilities:

• Coordination of IISS London Office events including:
• Coordination of a wide range of in-house events and webinars concurrently; updating relevant monitoring documents to ensure all stakeholders are kept informed of progress;
• Communication with participants to include invitation issue, monitoring and logging responses on the IISS CRM, and managing telephone and email queries;
• Management of logistical elements to include coordination with IT, catering and building support services to ensure the programme is delivered successfully;
• Liaison with research staff and external speakers where appropriate about invitation copy, onsite requirements and other queries;
• Coordination of relevant colleagues to assist on the day;
• Onsite management of event including creation of timeline, escorting speakers, greeting participants, ensuring catering is set and IT team is prepared for streaming; and
• Working in partnership with the Head of Conferences and Events and the Conferences and Events Manager to ensure best practice in the delivery of events; reviewing current procedures and updating if necessary.
• Providing logistical pre-event and onsite support:
• Administrative support for designated international events, which may include issuing invitations, database/CRM maintenance and data entry for delegates and media/press attendees;
• Logistical support, for example arrangement of shipments, website coordination, liaison with contractors such as interpretation and transcription companies, as well as other generic tasks;
• Providing administrative support to the Head of Conference and Events
• Possible onsite support at conferences.
• Comprehensive administrative support to the conference and events team.

Requirements:

• Ability to multi-task and a flexible approach to work.
• Excellent communication and interpersonal skills.
• A keen eye for detail and great organisational skills.
• Enthusiasm and be a team player.
• Ability and willingness to travel internationally if required.
• Excellent proficiency in IT and databases, ideally Microsoft products and Dynamics CRM.

Application:

Candidates should submit their applications by clicking the “Apply Now” blue button above and follow the instructions to submit two documents: a cover letter outlining what skills and experience you can bring to the role and a full Curriculum Vitae.