Project Coordinator - Abstracts & Programme

Job content

We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth.
Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions.
We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

JOB OBJECTIVE

• Assistance of Project Managers and Congress Managers
• Be responsible for the coordination and administration of project elements such as Speaker/Moderator/Presenter Management, Abstract Management, Programme Coordination for a specific medical congress, under the supervision of the assigned Project Managers and Project Coordinators
• Majority of time dedicated to Abstract and Programme Management over the entire period of employment

MAIN RESPONSIBILITIES
Programme, Speaker & Abstract* Management*

• Effectively communicate, maintain and develop excellent relationships (internal and external clients) with a view to retaining existing business and developing new opportunities.
• Interact with client’s Programme / Education Committee members, Executive Committee Members and all related sub-groups and sub-committees in order to coordinate meetings, programme development, speaker invitations and tracking as well as all types of abstract submissions, review and notifications (and all related correspondence)
• Represent MCI Geneva (and the wider group) as and when necessary or appropriate.
• Report to the assigned Project Manager / Project Coordinator regularly and ensure advice/counsel is obtained from supervisors when and where necessary
• Drive for excellence in customer service and quality delivery.
• Update and manage lists of speakers and VIP’s
• Elaborate new or adapt existing invitation templates
• Prepare all files necessary for the scientific programme preparation
• Prepare all necessary logistics for the onsite handling of speakers and VIP’s
• Actively set, communicate and maintain timelines and priorities on every element of the programme development.
• Minutes taking, for related meetings. Deliver accurate minutes with clear action points in a timely manner

Admin, IT & Tools

• Manage checklists and procedures as part of a constant evolution to thrive for excellence
• Setup of the abstract submission systems for a congress following the specific requirements and visual design of the event under the supervision of the Project Manager and Project Coordinator
• Receipt of abstract and technical support to users via e-mail and telephone
• Processing: preparation of the online access and attribution of logins to reviewers, managing the scoring, preparing reports of the scoring results and preparing and coordinating the Programme committee meeting
• Handling of confirmation / refusal letters
• Managing the master file containing all abstracts and preparing files according to necessities of editors and/or graphical designers for publication
• Constant evaluation, testing and evolution handling of the online system
• Easy contact with the system users (submitters) via e-mail and telephone
• Updating the checklists as part of the constant evolution of the system

JOB REQUIREMENTS

• Education: Great ease in IT environment, Project Management and Client Management
• Advanced knowledge and use of IT tools, mainly Microsoft tools
• Must be very precise and accurate – demonstrate a high level of attention to detail
• Necessity to learn and find solutions, to plan and organise, to make quick and sensible judgements, to actively and effectively communicate, to be customer minded and result minded
• Must be able to organise, process, consolidate large quantities of information in diverse formats, maintaining accurate and up to date files and reports, both using Microsoft office tools (must already be proficient) as well as some specific programme and abstract management tools (training would be provided)
• Languages:
• English: first language or perfectly fluent,
• French: ability to work in French,
• Other languages: would be an advantage

• Personality : flexible, calm, very organised, management of stress, manage overtime during certain peak periods, capable of managing several project / clients at the same time
• Previous experience in a similar role a significant advantage, or ability to demonstrate relevant experience in an unrelated role - proven track record of an administrative role in a service environment
• Awareness of structures, protocols and process related to Scientific Congress Programmes
• The role may require participation in meetings outside of “regular office hours” – usually held in an online format. You may also be required to attend some in person meetings that may be scheduled on Saturdays & Sundays

MCI is where you can bring your true self to work and be proud of what you do. Join us and make a difference!

Job Type: Full-time