Educational Events Administrator

Association of Anaesthetists

Length of contract
18 month

About the Organisation

Association of Anaesthetists is a membership organisation for Anaesthetists with almost 10,000 members. Our main aims are to advance and improve patient care and safety and to promote and support education and research in the field of anaesthesia. We represent, protect, support and advance the interests of our members.

About the role

The role involves travel and overnight stays for approximately, but not limited to, 12 events per year. Reasonable time-off-in-lieu (TOIL) is available. Educational Events Administrator at the Association of Anaesthetists plays a pivotal role in organizing and managing educational events, such as seminars and the Core Topics programme, aimed at advancing anaesthesia education across the UK. This position involves comprehensive event planning, coordination, and execution to ensure successful delivery and high participant satisfaction.

Responsibilities

Event Planning and Coordination:

• Lead the planning and scheduling of educational events, ensuring timely booking and avoiding conflicts with other events.
• Manage logistics, including venue selection, room setup, catering, and audiovisual requirements.
• Liaise with speakers, sponsors, and exhibitors to confirm participation and address their needs.

Delegate & Stakeholder Management:

• Oversee delegate communications, handle inquiries, confirm bookings and process cancellations.
• Ensure accurate recording of delegate, speaker, and exhibitor requirements and provide support before, during, and after events.

Financial Administration:

• Maintain accurate financial records of event bookings, issue invoices and receipts, and resolve financial queries in collaboration with the finance department.

Marketing and Promotion:

• Regularly update event content on the Association's website.
• Collaborate with the Digital Communications team to develop and execute promotional activities to enhance event visibility and boost registrations.

Continuous Improvement:

• Collect and analyze post-event feedback to inform future improvements.
• Work with the events team to innovate and enhance the educational programme's content and format, including online, hybrid, and in-person events.

Administrative Support:

• Maintain effective administrative systems, including filing and archiving.
• Provide support for webinars using platforms like Zoom.

Skills, Competencies & Experience

Skills, Knowledge & Experience:

• 1-2 years experience in organising the logistics of events, delivering results on time and within budget. 
• Sound administrative skills and proven administration experience in a busy, customer-focused environment.
• Experience in flexible working with the ability to vary work patterns and prioritise tasks to meet the changing needs of the business as and when required. 
• Very strong organiser, able to juggle multiple priorities, achieve tight deadlines and delegate clearly. 
• Excellent oral and written communications skills with confidence to communicate, concisely, and effectively, with an excellent telephone manner. 
• Excellent interpersonal skills and ability to develop good relationships with colleagues at all levels.
• Demonstrates a positive ‘can do’ attitude.
• Resourceful, flexible, and creative, proven ability to solve problems and work well under pressure. 
• Conscientious worker who applies attention to detail.
• Strong Computer and IT literacy skills in a Windows environment.

Desirable:

• Experience working within the membership or not-for-profit sectors. 
• Experience in using Microsoft Dynamics
• Experience in using marketing software platforms such as dotdigital
• Experience in running online events, using Zoom.

Required Qualifications

• Educated to Degree Standard, and equivalent.

Compensation & Benefits

• Attractive Benefits Package
• Other Benefits

Working locations

• Hybrid model, working in the London office and remotely

How to apply

• Send an email to [email protected] with a CV and a cover letter by 28th February 2025 at 5 PM

Interviews

• Shortlisted candidates will be contacted for an interview

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