7 Aug 2017

Full-Time Conference Manager

Chatham House – Posted by AdminLondon, England, United Kingdom

Job Description

Chatham House is looking for an experienced, motivated events professional who is ready to take the next step in their career at one of the world’s foremost international affairs think tanks. As the Conference Manager, you will work with colleagues to support the smooth delivery of our range of high-level policy conferences. This is an excellent opportunity for you to be part of a team that engages with a broad range of global topics, speakers and delegates.

We are an equal opportunity employer, we value diversity and do not discriminate on the basis of protected characteristics. We welcome applications from all backgrounds.

Responsibilities

Speaker Responsibilities

You will have responsibility for speaker outreach and engagement, working with various partners to ensure that the conference has a diverse group of speakers and topics, with tasks including:

  • Coordinate speakers, issuing invitations, liaising with offices of invited speakers, confirming them and the specific details of their slot, title of talk, bullet points of key information and bio
  • You will provide information and guidance to speakers or their offices including our policy on travel and expenses as appropriate
  • Input speaker details, their requirements and follow-up (monitoring) into the database
  • Liaise with marketing team to update website with details of new speakers
  • Set up event information on database and ensure that all information about event is updated in a timely manner
  • Ensure event programme is completed to specified and pre-agreed deadlines
  • Arrange and monitor speaker travel and accommodation
  • Manage the production of all conference documentation
  • Negotiate and coordinate venue and catering logistical arrangements

Delegate Responsibilities

You will be responsible for key administrative tasks relating to delegates:

  • Delegate registration, including invoicing and the preparation, dispatching and explaining of joining instructions
  • Handle the inputting of delegates onto events database system
  • Assist with design and proofing of conference documentation

Events & Office Administration

You will manage events using our database, ensuring all relevant information is updated, as well as handling some additional office administrative tasks which include:

  • Manage event delivery on the day
  • Brief venue and event team on arrangements for the day
  • Issue and track event invitations to guests and VIPs
  • Responsible for keeping room bookings and house diary updated
  • Troubleshoot as necessary in run up to event and running the event on the day

Budget Accounts/Finance

You will handle a range of finance and budget related requirements including the processing of payments, negotiation of prices for venues, forecasting and implementing budget controls:

  • Set and control individual event budgets
  • Credit control of delegate income to ensure that all delegate payments are received in–house in advance of the event
  • Reconcile departmental budget expenditure and sponsorship revenue with accounts records, and coordinate final year-end accounts
  • Input financial details onto database and invoice delegates
  • Process payments
  • Negotiate with regular suppliers: hotels, venues, printers, etc

Qualifications

  • Degree in an essay based subject, or equivalent experience. Politics, International Relations, Global Studies or Economics focus would be beneficial
  • Previous experience working on high-level events, either paid or unpaid

Essential Skills

  • Strong administrative and organisational skills
  • A high level of accuracy and attention to detail
  • Computer proficient with Microsoft Office suite
  • Excellent interpersonal, relationship building and communication skills (written and oral)
  • Ability to work as part of team and with individuals at all levels displaying tact, sensitivity and diplomacy at all times
  • Ability to prioritize, juggle different projects and to work quickly and accurately under pressure
  • Passionate about international affairs

Desirable Skills

  • Experience working in a think-tank, research institute or academic environment
  • Experience with database and/or conference management software

Closing Date – 27th August 2017

How to Apply

To apply for this position, please select the following link and complete the online application - https://careers-chathamhouse.icims.com/jobs/1049/conference-manager/job?mobile=false&width=774&height=500&bga=true&needsRedirect=false&jan1offset=0&jun1offset=60

Job Categories: Events and Management & Executive. Job Types: Full-Time and Permanent. Job Tags: conference, diversity, employment, equality, full time, inclusion, Inclusive Employer, Inclusive Top 50 UK Employers, Job, london, management, manager, permanent, and Vacancy. Salary: 20,000 - 40,000.

Apply for this Job