We're recruiting - Events Officer
British Academy of Management
Head of Events and Operations
Hybrid working. City of London with travel and overnight stays during in-person events
Ongoing review of applications. Interviews to be held in the w/c 3rd October 2022
The British Academy of Management is the leading community for management scholars, with 2200 members in the UK and around the world. A small office team based in the City of London supports the members in running an extensive programme of activities including a major international academic conference each year, as well as development programmes and events. We are seeking an additional member of our team to support our current growth.
The successful candidate must have a passion for the events. A pro-active attitude, a strong work ethic, energy and a creative mind are all vital for this job. English speakers are a must, and the successful candidate will be able to speak clearly and confidently on the phone.
General Scope and Purpose of Role
The Events Officer is a key role within our small friendly and busy office, supporting the Head of Events and Operations to deliver a successful portfolio of online and in-person events. You will be responsible for administering, coordinating, and supporting our events programmes. These are held in in-person and online format, using Zoom webinar and Zoom meetings platforms, and they attract strong and global audiences from our membership and beyond. We currently stage over 100 events and meetings per year, most of which are held online.
Key Accountabilities and Duties
- Provide effective administration of our online and in-person events, providing support to both delegates and organisers to ensure successful outcomes. Ensure all relevant information is accurate and updated on the website.
Liaise with volunteers regarding online and in-person event arrangements. Schedule and conduct technical rehearsals with speakers and panellists. Handle queries and technical issues, including slide share when required. For in-person events, the role holder will prepare and dispatch materials, manage budgets, and order catering. On some occasions supports events onsite
- Work alongside the Events and Networks Officer to deliver the annual Doctoral Symposium. This includes: scheduling; recruiting volunteers to act as mentors; co-ordinating submission process; planning and organising dry runs for organisers, volunteers and paper presenters; creating the materials and schedule; setting up the registration process; responding to any questions from attendees and volunteers via email and/or telephone.
- Work alongside Events and Networks Officer to support the volunteers running our 24 Special Interest Groups and other networks.
- Support Council’s SIGs sub-committee, including SIG Chair awaydays and annual Track Chair meeting.
- Provide support to the annual conference, including preparing and sending relevant delegate material prior to the event, help coordinate the host university’s volunteer activities and lead on specific projects allocated by the Head of Events and Operations (e.g. Gala Dinner).
- Telephone and email support to stakeholders, members and delegates with regards to investigating queries until they are fully resolved in an efficient and friendly manner. Escalate and follow up on issues where appropriate.
- Prepare and assemble marketing materials and organise participants badges for in-person events.
- Provide ad hoc reporting and proactively monitor meeting bookings; maintain relevant filing systems (electronic and physical), ensuring they are accurate and up to date.
- Undertake ad hoc projects when required by the Academy, ensure that project parameters and outcomes are clear, and documented appropriately so that they may be reviewed.
- Maintain a good understanding of the Academy, and it’s processes required for an efficient operation. Contribute positively to the team by suggesting innovative processes and methods of increasing efficiency.
- Remain committed to self-improvement by conducting self-appraisals after all relevant tasks and assess strengths and weaknesses and address these accordingly. Demonstrate a commitment to improvement by maintaining and developing current skill set.
Essential Skills and Attributes
- Experience of running or playing a major role in events organisation
- Ability to work as part of the team
- Ability to work under pressure
- Excellent verbal and written communication skills
- Demonstrably excellent customer service skills
- Excellent organisational and prioritising abilities
- Demonstrable ability to work on own initiative
- Demonstrable attention to detail
- Basic experience of a CRM system is desirable
- Microsoft Office – Word, Excel, PowerPoint, experience of basic image and video editing software is desirable