Conference and Events Coordinator/Officer

The Royal Economic Society Events Coordinator
Location London, UK
Application deadline 1 July 2019
Contract type Permanent
Hours Full-time
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About The Royal Economic Society

Our purpose is to promote the study of economic science. With over 4,000 members worldwide, we are one of the oldest economic associations in the world. Founded as the British Economic Association in 1890, we became the Royal Economic Society upon receiving our Royal Charter in 1902. We are a registered charity and membership is open to anyone who shares our aims and objectives. Our annual report and accounts provide a summary of our financial position and key activities.

The Society publishes two scientific journals – The Economic Journal and The Econometrics Journal – containing high quality peer-reviewed papers from an international authorship. Our popular annual conference provides a forum for research, debate, and networking. We also provide resources for economists and support for education and the training of students, teachers and researchers. Increasingly we are focussed on improving the public understanding of economics through engagement with schools and the wider public.

Our 2019-2023 strategy guides our work through four key priorities:

  • Enhancing the credibility and visibility of economics
  • Supporting economists
  • Improving diversity
  • Working effectively

Job Description

We are seeking a bright individual with an ability to lead and manage the RES Events at a time of organisational growth and development. The Conference and Events Coordinator/Officer is responsible for the planning and delivery of the Royal Economic Society’s (RES) annual programme of events which currently includes an annual international academic conference, mentoring retreat, public lecture, and partnership project of the European PhD job market. The role also involves reporting and coordination between RES staff, the Conference Secretary, other officers and local organisers/staff. We are looking for a candidate that is flexible and happy to roll up their sleeves in a varied and dynamic role. Someone comfortable managing multiple tasks, have great organisational skills and a strong events background.

Key roles and responsibilities

Event organisation

  • Act as primary point of contact for all enquiries related to the Conference and events, including delegates, keynote speakers and exhibitors.
  • Build and manage positive relationships with internal and external stakeholders.
  • Book and liaise with event venues, filming, catering companies and other third-party stakeholders to produce the highest quality events.
  • Operational responsibility for event budgets and preparation of post-event financial/activity reports.
  • Provide administrative support to the Conference Secretary, including organising and supporting the Conference Committee meetings, ensuring that actions arising are progressed and that best practice is shared.
  • Briefing RES staff and officers in the lead up to events as well as on the day, and overseeing and coordinating event volunteers.
  • Successfully managing the event on the day, troubleshooting any last-minute issues and drawing on support from RES colleagues where appropriate.
  • Develop and maintain electronic and paper filing systems, databases and spreadsheets of all key documents and contracts.

Sponsorship and marketing

  • Seek revenue from sponsorship and other appropriate forms of event income.
  • Work with colleagues to compile and disseminate publicity materials such as e-marketing campaigns, leaflets, posters and programmes for events, using social media and other digital channels as appropriate.
  • Maintain accurate event registration lists using conference programme software, manage the conference registration process and be responsible for updating the conference webpages.
  • Planning and event development.
  • Gather and analyse data on all events, including the booking process and attendance rates.
  • Provide regular reports on the impact, effectiveness and financial outcome of events. Utilise the feedback on events (both operational and end user experience) to further develop the events programme.

Person Specification

Essential Skills

  • At least 2 years’ experience of organising and running events including dealing with operational details on the day.
  • Experience of working with different event stakeholders and managing the working relationships over the lifetime of the event.
  • Educated to at least A Level standard or equivalent.
  • Exceptional organisational skills, as well as an ability to work independently using own initiative and prioritising skills.
  • Excellent written and verbal communication skills.
  • Experience of financial record keeping and delivering projects within budget.
  • Experience of evaluating and reporting on event activities.
  • Significant experience with IT, including MS Office packages (Excel, Word and PowerPoint) as well as web content management.
  • Ability to use tact and diplomacy and to represent the organisation at external events in a professional manner.
  • Ability to work well within a team with a flexible can-do approach to work.

Desired Skills

  • Knowledge of Conference Maker or similar conference paper submission/event organising software.
  • Experience of organising academic conferences.
  • Experience of advertising and liaising with external organisations for sponsorship in order to generate income to continue RES programme of events.