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For Companies At a Glance
- Tasks: Support the Events Manager in coordinating exciting international events and engaging with participants.
- Company: Join a dynamic organisation focused on delivering top-notch educational programmes and events.
- Benefits: Flexible working hours, remote work options, and opportunities for travel.
- Why this job: Be part of a vibrant team creating memorable experiences for delegates worldwide.
- Qualifications: Experience in event coordination and strong communication skills are essential.
- Other info: Great opportunity for career growth in a fast-paced environment.
The predicted salary is between 30000 - 42000 £ per year.
We are accepting candidates based in Europe, Middle East for the Annual Conference, a main Study Tour and a Focus Study Tour, and offers educational programmes via the International Centre for Aroma Trades Studies (ICATS).
Job Summary
- Supporting the Events Manager across all event activities
- Compile all relevant event related info for comparisons/competitiveness
- Communicating with delegates, participants, sponsors, EC members
- Assist Members, non-Members and delegates before, during, and after events
- Creation, maintenance and completion of spreadsheets
- Record complimentary registrations, sponsorship, advertising, exhibition and meeting room bookings
- Compile delegate lists for events
- Record any event statistics and onsite delegate data
- Future Destinations research and compilation
- Assist Events Manager with accommodation bookings
- Assist Events Manager with budgets for events
- Assisting Events Manager with necessary requirements to open registration in due time
- Assisting Events Manager and liaising with delegates onsite at the Annual Conference
- Compiling agendas and drafting minutes for events Committee meetings
- Undertake other administration tasks as directed by the Events Manager
- Set up and attend regular conference calls
- Attend ad-hoc meetings (both online and in-person as required)
- Assist on ad-hoc projects as directed by the Events Manager and Chief Administrative Officer
- Manage all supporting administration and supporting documents
- Be part of a Cross-Functional Team to deliver the best experience for our participants across all Events
Key Responsibilities
- Annual Conference - runs from Sunday to Thursday usually in September, October or November and takes place in a different international location each year attracting 1,200 plus delegates. It is open to Members and non-Members and incorporates a Welcome Reception, speaker programme, exhibition, Members’ dinner and a Closing Banquet.
- Study Tour - for a maximum of 50 participants and for seven to 10 days, in a different location each year. It is open to Members only.
- Focus Study Tour - for a maximum of 50 participants and runs for 2 days over an extended weekend across various locations in a year.
Personal Requirements
- Ability to work from home office
- Sociable person, team player
- Reliable and trustworthy person
- Ability to prioritise workload/tasks, adhere to set timelines and meet deadlines
- Ability and initiative to work alone and also in a team
- Fluent English language with excellent writing skills, other languages an advantage
- Ability to travel internationally and alone if need be - for Committee meetings, the annual Conference and potentially for site visits and to attend ad-hoc meetings
- IT literate - including Excel, Adobe, CiviCRM, Google Apps, Mailchimp, WooCommerce, WordPress, online event platforms
- Flexible in additional working hours in busy times
- Ready and able to substitute for any other member of staff during absence, holiday or illness should this be required
Preferred Skills
- At least 5 years’ experience in events
- Worked in the travel, tourism or hospitality industry
- Track record of successful events organisation
- Advanced experience in administration
- Strong attention to detail and accuracy
- Excellent organisational and time management skills
- Strong communication skills, both written and verbal
- Problem solving skills
- Experience in website content management/CRM
- Strong customer service skills for email and telephone communication
Events Coordinator employer: IFEAT - The International Federation of Essential Oils and Aroma Trades
Contact Detail:
IFEAT - The International Federation of Essential Oils and Aroma Trades Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Events Coordinator
✨Tip Number 1
Network like a pro! Reach out to people in the events industry, attend relevant meetups, and connect with potential employers on LinkedIn. You never know who might have the inside scoop on job openings!
✨Tip Number 2
Show off your skills! Create a portfolio showcasing your past events, including photos, feedback, and any stats that highlight your success. This will give you an edge when chatting with hiring managers.
✨Tip Number 3
Be proactive! Don’t just wait for job postings; reach out directly to companies you admire. Express your interest in working with them and ask if they have any upcoming opportunities.
✨Tip Number 4
Apply through our website! We love seeing candidates who take the initiative to apply directly. It shows you're serious about joining our team and makes it easier for us to find your application.
We think you need these skills to ace Events Coordinator
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Events Coordinator role. Highlight your relevant experience in event management and any specific skills that match the job description. We want to see how you can bring your unique flair to our team!
Show Off Your Communication Skills: Since this role involves a lot of communication with delegates and sponsors, make sure your written application reflects your excellent writing skills. Use clear and concise language, and don’t forget to proofread for any typos or errors – we love attention to detail!
Demonstrate Your Organisational Skills: In your application, give examples of how you've successfully managed multiple tasks or events simultaneously. We’re looking for someone who can juggle responsibilities like a pro, so share your best stories about keeping everything on track!
Apply Through Our Website: We encourage you to submit your application through our website. It’s the easiest way for us to keep track of your application and ensures you don’t miss out on any important updates. Plus, it shows you’re keen to join the StudySmarter family!
How to prepare for a job interview at IFEAT - The International Federation of Essential Oils and Aroma Trades
✨Know Your Events Inside Out
Make sure you’re familiar with the types of events the company hosts, like the Annual Conference and Study Tours. Research past events to understand their structure and what made them successful. This will help you speak confidently about how you can contribute.
✨Showcase Your Organisational Skills
Prepare examples that highlight your organisational abilities. Discuss how you've managed multiple tasks or events simultaneously in the past. Use specific instances where your attention to detail made a difference, as this role requires strong organisational skills.
✨Communicate Like a Pro
Since the role involves liaising with delegates and sponsors, practice your communication skills. Be ready to demonstrate how you handle different stakeholders and resolve issues. Think of scenarios where you’ve successfully communicated complex information clearly.
✨Be Ready for Problem-Solving Questions
Expect questions that assess your problem-solving skills. Prepare to discuss challenges you've faced in event planning and how you overcame them. Highlight your ability to think on your feet and adapt to changing circumstances, which is crucial for this position.
