Symposium Programme Executive

Symposium Programme Executive - Medical Event / Symposium Company - £27k to £31k + benefits - Central SW London

This is an opportunity for a graduate, with some administrative or secretarial experience, to join a company which is a global conference organiser, publisher, and market research consultancy within the medical devices sector. The annual symposium / event, is well known within the healthcare sector and attracts healthcare professionals from around the world, with some prestigious academics and professionals from the healthcare sector.

They are now looking for a full time Symposium Programme Executive, to provide an exceptional service to faculty members in managing the hotel booking process and liaising with faculty hotels. Moreover, the post holder will assist the Programme, Sales and Marketing teams with programme related activities, whilst supporting the Director in coordinating the assembly of the symposium programme.

SALARY ETC:

• £27k to £31k + benefits
  
  
• Permanent, full-time
  
  
• Monday to Friday, office hours (you may have to work one or two weekends in the year around the time of the symposium)
  
  
• Central SW London
  
  
• Initially office based, but once established they are happy for you to work one day a week from home.
  
  REQUIREMENTS:
  
  
• You will be a graduate (university experience beneficial in having previous experience of liaising with academic speakers and professors)
  
  
• Native English speaker, or fluent in English (spoken and written)
  
  
• Attention to detail and accuracy are essential.
  
  
• Experience of using a database i.e. Access, as well as other good computer skills.
  
  
• Excellent written communication skills, as well as verbal skills and happy/confident in communicating with distinguished faculty.
  
  
• Calm with the ability to work well under pressure
  
  
• A flexible attitude to work, including the ability to take on new tasks and learn new systems when required, with excellent interpersonal skills
  
  
• Ability to communicate effectively with high-calibre individuals and develop good working relationships
  
  
• Excellent time management and strong organisation skills, Team and Customer focus
  
  
• Administrative experience and proficiency in Microsoft Office, including Excel and Outlook
  
  
• Prior experience in successfully managing large-scale projects/activities, ideally in an education/or clinical context, would be highly beneficial.
  
  DUTIES TO INCLUDE:
  
  
• Manage all faculty communications from initial invitations through to session scheduling, travel, accommodation, and event logistics, acting as the primary point of contact for faculty.
  
  
• Maintain accurate and up-to-date programme and faculty information in the internal database and on the website, including session details, speaker information, and logistical updates.
  
  
• Provide administrative support for faculty tracking and programme planning, including database exports, document preparation, and speaker coordination.
  
  
• Manage the abstracts programme from end to end, including coordinating the submission process, liaising with reviewers, preparing acceptance communications, and scheduling accepted presentations within the programme.
  
  
• Support programme delivery on-site, ensuring faculty are fully briefed, scheduled, and in place for their sessions, and providing a smooth, professional experience for participants.
  
  
• Liaising with speaker faculty regarding invitations to speak
  
  
• Ensuring that the internal database is kept up-to-date with programme information and speaker registration
  
  
• Liaising with the sales team with regards to company funded speakers
  
  
• Updating the database with confirmed hotel information
  
  
• Responding to faculty queries about accommodation and travel, and provide updates when requested to the Programme and Events team on hotel bookings made/outstanding
  
  
• Keep a log of faculty travel expense forms received to be reimbursed post event. Process travel expenses and update actuals on the database post event
  
  
• Liaising with Events team on all faculty-related matters (e.g. faculty gifts, social events, registration)