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- Tasks: Lead the planning and delivery of a major international academic conference.
- Company: Join MLC Partners, a dynamic team focused on impactful academic events.
- Benefits: Enjoy flexible working hours and opportunities for professional development.
- Why this job: Be part of a high-profile event that connects global academics and enhances your organisational skills.
- Qualifications: Experience in event management and strong communication skills are essential.
- Other info: This role requires an EU work permit and may involve increased hours before the event.
The predicted salary is between 28800 - 43200 £ per year.
We are seeking an experienced and highly organised Conference Manager to lead the planning and delivery of a major international academic conference hosted by our client in Central London. The successful candidate will oversee all aspects of the conference, expected to welcome over 200 attendees, including speaker coordination, technical and AV logistics, registration management, and team supervision. This is an exciting opportunity for a dynamic professional with a strong background in academic events, capable of managing complex logistics and delivering a high-profile event to the highest standards.
Conference Management
- Maintain and organise all documentation and files related to the conference.
- Schedule, coordinate, and minute both in-person and online meetings related to conference planning.
- Lead and manage the attendee registration process, ensuring secure and accurate maintenance of delegate data.
- Support the submission, review, and communication processes for academic abstracts.
- Collaborate closely with the Conference Chairs on the development and finalisation of the conference programme.
- Coordinate accommodation arrangements for conference attendees.
- Arrange travel and accommodation for staff requiring assistance, in line with university financial, safety, and sustainability policies.
- Conduct research into potential destinations and venue options, as needed.
Communication
- Serve as the primary point of contact for all conference-related enquiries, responding directly or escalating appropriately.
- Draft and proofread official conference communications, ensuring clarity and consistency of tone.
- Liaise with the university’s events team, suppliers, and contractors to ensure timely and accurate information flow.
- Manage and regularly update the conference website with relevant content and logistical information.
Event Coordination
- Oversee all logistical aspects of the conference, liaising with internal and external venue and events teams.
- Assist with travel and coordination for excursions and technical visits as part of the conference programme.
- Lead the preparation and on-site setup of exhibitor booths, including materials and logistics.
- Produce and distribute essential event documentation (e.g., attendee lists, access/security information, dietary requirements).
- Attend the conference and related events, providing on-the-ground coordination and ensuring smooth execution.
- Ensure all AV equipment and technical requirements are arranged and functioning correctly at university-hosted events.
Finance
- Track and monitor conference-related income and expenditure, providing regular financial updates to the Conference Chairs.
- Liaise with the Research and Finance team to manage purchase orders and respond to supplier invoicing queries.
- Process travel reimbursements and expenses for keynote and plenary speakers.
Other Responsibilities
- Handle sensitive and confidential information with discretion and professionalism.
- Participate in training or development activities as required.
- Undertake additional duties appropriate to the grade and nature of the role, as directed by the line manager.
- Be available for increased working hours or overtime in the lead-up to the event to meet critical deadlines.
To apply please send through your CV either via LinkedIn or directly to [emailprotected].
Conference Manager employer: JR United Kingdom
Contact Detail:
JR United Kingdom Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Conference Manager
✨Tip Number 1
Network with professionals in the academic events sector. Attend conferences and workshops to meet potential colleagues and industry leaders. Building relationships can lead to valuable insights and job opportunities.
✨Tip Number 2
Familiarise yourself with the latest trends in conference management technology. Being knowledgeable about tools for registration, attendee engagement, and virtual event platforms can set you apart from other candidates.
✨Tip Number 3
Gain experience by volunteering at academic conferences or events. This hands-on experience will not only enhance your skills but also demonstrate your commitment to the field when you apply for the Conference Manager position.
✨Tip Number 4
Research the specific requirements and expectations of the role at StudySmarter. Tailor your approach to highlight how your skills and experiences align with their needs, showing that you understand their mission and values.
We think you need these skills to ace Conference Manager
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in conference management and event coordination. Emphasise your organisational skills and any previous roles where you managed logistics for large events.
Craft a Compelling Cover Letter: Write a cover letter that showcases your passion for academic events and your ability to handle complex logistics. Mention specific examples of past conferences you've managed and how you contributed to their success.
Highlight Communication Skills: Since the role requires liaising with various stakeholders, emphasise your communication skills in both your CV and cover letter. Provide examples of how you've effectively communicated with teams, suppliers, and attendees in previous roles.
Proofread Your Application: Before submitting your application, thoroughly proofread your CV and cover letter. Ensure there are no spelling or grammatical errors, as attention to detail is crucial in this role.
How to prepare for a job interview at JR United Kingdom
✨Showcase Your Organisational Skills
As a Conference Manager, your ability to organise and manage multiple tasks is crucial. Be prepared to discuss specific examples from your past experiences where you successfully coordinated events or managed logistics, highlighting your attention to detail.
✨Demonstrate Strong Communication Abilities
Effective communication is key in this role. During the interview, emphasise your experience in liaising with various stakeholders, drafting communications, and managing enquiries. Consider preparing a brief example of how you handled a challenging communication situation.
✨Familiarise Yourself with the Venue and Logistics
Research the venue and any logistical challenges that may arise during the conference. Being knowledgeable about potential issues and solutions will show your proactive approach and readiness to tackle the complexities of event management.
✨Prepare for Financial Discussions
Since tracking income and expenditure is part of the role, be ready to discuss your experience with budgeting and financial management. Bring examples of how you've successfully managed finances in previous events, including any tools or software you used.
