Meetings and Events Manager

This organisation are looking for an experienced Meetings and Events Manager who can help them achieve their ambitious plan for meetings and events as part of their new strategy.

  • Job title: Meetings and Events Manager
  • Location: London
  • Reports to: CEO
  • Hours of work: Full time
  • Salary: Circa £32,000 - £34,500 p.a., depending on experience
  • Job type: Permanent

The is a society of almost 1,000 members from 43 countries, who work in, or are interested in tropical medicine and global health.

They organise and participate in events as a key way of showcasing, discussing and debating key areas of tropical medicine and global health research and practice. Their range of events is wide. They deliver educational conferences, social events, private dinners, research meetings for early career professionals, and high-profile debates and discussions. They happen across the UK and, increasingly, around the world. Their events help add to the impact of their work in tropical medicine and global health, but also raise funds to allow them to continue their work as a charity.

The meetings and events manager has responsibility for developing and delivering these events within the overall strategy and budget of the charity. The role requires an able self-starter who is excited by the prospect of overseeing such a broad range of meetings. The candidate needs to have excellent communication and relationship building skills, and to be organised and flexible with a great attention to detail. They should be comfortable developing events strategies, answering queries about tickets sales and negotiating sponsorship. In addition to their own events, they work with several partners that provide them with event opportunities. Helping maximise these opportunities is also the responsibility of the meetings and events manager. They also must be able and willing to organise overseas events across Africa, Asia, Europe and the US and travel for the events as requested.

Main responsibilities of the role include:

  • Developing an events strategy and have responsibility for its execution
  • Planning, managing and delivering events to the highest standard from start to finish and meeting their objectives of quality and cost effectiveness
  • Full management of event logistics
  • Representing the team on Meetings and Events Committee, managing relations to optimise meetings
  • Identifying, appointing and managing external stakeholders
  • Being responsible for the income and expenditure budgets and monthly reforecasts for their meetings and events, and ensuring accurate financial record keeping
  • Working with the team to develop all event materials, physical and digital
  • Working with the CEO to identify potential sponsors, develop proposals and negotiate contract terms
  • Producing comprehensive event briefings for speakers, team and Board
  • Supporting and attending events, which involves working out of office hours, in the UK and abroad
  • Working with the team to identify prospective speakers and audiences for their events
  • Evaluating and reporting on the success of each event and considering areas of improvement
  • Ensuring up to date event information is publicised on the website and on other channels
  • Being responsible for venue and supplier contract negotiation and management
  • Line managing volunteers and interns where required
  • Working with the rest of the team to develop and implement a marketing plan for events
  • Managing all event enquiries, from external and internal stakeholders
  • Liaising with and managing relationships with all event stakeholders internally and externally, including suppliers, members, committees, Board, speakers, sponsors and exhibitors
  • Working with Membership Manager to maximise the engagement of event attendees in their work, and convert events attendees to members
  • Developing systems and processes to ensure they capture all data from events
  • Ensuring efficient processes exist for ticket sales, paying expenses and invoices

Person specification

  • Professional and articulate
  • Degree level education or relevant proven work experience
  • At least three years proven track record of managing and delivering successful national and ideally international events, measured in terms of attendance, budgets and sponsorship
  • Evidence of working with events committees and managing suppliers to deliver events
  • Numerate with budget management experience including forecasting and planning
  • Experience of drawing up and managing third-party contracts for events
  • Excellent problem-solving skills with a proactive approach and mind-set
  • Excellent communication skills, both written and verbal
  • Strong time management and task prioritisation skills
  • Evidence of working with a team and board members
  • Line management experience desirable
  • Meticulous attention to detail
  • Proactive and able to take ownership of events
  • Relationship building skills
  • Able to identify areas of interaction with other activities of our work and able to work with team to increase success
  • Willingness to work unsocial hours as required and to travel outside of London and the UK, with reasonable notice
  • Able to work with a CRM system and other databases
  • Strong project management and organisational skills

Closing Date: 17:00, 27th August

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