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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 high-profile academic events.
- Benefits: Enjoy flexible working hours and opportunities for professional development.
- Why this job: Be part of an exciting event that impacts the academic community and enhances your organisational skills.
- Qualifications: Experience in conference management and strong organisational skills are essential.
- Other info: This role requires EU work permit; be ready for 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 related conferences or workshops to meet potential colleagues and industry leaders who can provide insights or even recommend you for the role.
✨Tip Number 2
Familiarise yourself with the latest trends in conference management, especially in the academic field. Being knowledgeable about current technologies and best practices will help you stand out during interviews.
✨Tip Number 3
Prepare to discuss specific examples of past events you've managed. Highlight your problem-solving skills and how you handled logistics, communication, and team coordination under pressure.
✨Tip Number 4
Research MLC Partners and their previous conferences. Understanding their values and past events will allow you to tailor your approach and demonstrate your genuine interest in the role during discussions.
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, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for a Conference Manager.
How to prepare for a job interview at JR United Kingdom
✨Research the Conference Landscape
Before your interview, take some time to research recent academic conferences in your field. Familiarise yourself with current trends, challenges, and successful case studies. This will not only show your enthusiasm for the role but also demonstrate your understanding of what makes a conference successful.
✨Prepare for Scenario-Based Questions
Expect questions that ask how you would handle specific situations, such as managing last-minute changes or dealing with difficult speakers. Prepare examples from your past experiences that highlight your problem-solving skills and ability to stay calm under pressure.
✨Showcase Your Organisational Skills
As a Conference Manager, organisation is key. Be ready to discuss your methods for keeping track of multiple tasks and deadlines. You might want to bring along a portfolio showcasing your previous work, including event plans or timelines, to illustrate your organisational prowess.
✨Demonstrate Strong Communication Skills
Since you'll be the primary point of contact for all conference-related enquiries, it's crucial to convey your communication style during the interview. Practice articulating your thoughts clearly and confidently, and be prepared to discuss how you manage communications with various stakeholders.
