Job type: Temps plein

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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 development, production and delivery of project items such as Exhibition and Sponsorship tasks, Speaker Management, Abstract Management.

MAIN RESPONSIBILITIES
Leadership & Relationship Management

  • Effectively communicate, maintain and develop client relationships with a view to retaining existing business and developing new opportunities
  • Actively set, communicate and maintain timelines and priorities on every project.
  • Manage operational and administrative functions as required to ensure the effective and efficient delivery of specific projects
  • Travel onsite for site inspections, event delivery and attend and project-manage events as required.
  • Pro-actively report up on development of projects to the Project Manager and Congress Manager
  • Drive for excellence in customer service and quality delivery.
  • Monitor and maintain quality and adherence to processes, identifying and contributing to their improvement.
  • Support sponsorship & exhibition sales activities and follow up tasks required
  • Managing of the clients during different scientific committee meetings
  • Support the Project Manager and other Project Coordinators with the communication, correspondence, follow-up, reminding of speakers and VIP’s invited by the congress
  • 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
  • Assist the Sponsorship and Exhibition Manager in their daily work of sales, invoicing, updating of lists and follow-up including reminders and relevant correspondence
  • Establish a Sales project with all related printed matters (Sales Manual), contact researching and selling under the supervision of the Project Manager and Congress Manager
  • Respect sales targets
  • Prepare all technical information required for the onsite logistics

Finance

  • Collaborate and support work on project budgets from conception through to reconciliation

Admin, IT & Tools

  • Manage check-lists and procedures as part of a constant evolution to thrive excellence
  • Setup of the abstract submission system for a congress following the specific requirements and visual design of the event under the supervision of the Abstract Handling Coordinator
  • Receipt of abstract and technical support to users via e-mail and telephone with the help of the Project Assistant
  • Processing: preparation of the online access and attribution of log-ins to reviewers, managing the scoring, preparing reports of the scoring results and preparing and managing the scientific congress committee meeting
  • Handling of confirmation / refusal letters with the help of the Project Assistant
  • 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 together with the Abstract Handling Coordinator
  • 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
  • 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
  • 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 projects / clients at the same time
  • Three years relevant event management experience
  • Awareness of event risk assessment and health and safety implications
  • Good destination knowledge of CH and overseas
  • Proven track record in account/project management of events
  • Experience in budget monitoring and management
  • Proven track record of managing large scale projects in a service environment
  • Experience of successful dialogue/interactions with challenging counterparts

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

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Deadline: 06-04-2024

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