Job title: Meetings and Events Manager
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Reports to : Senior Manager, Team and Operations
Hours of work : Full time
Salary : £35,000 to £40,000 according to experience
Location: High Holborn, London (this role is office based located between Russell Square and Chancery Lane)
Job type : Permanent
Job summary
The Royal Society of Tropical Medicine and Hygiene (RSTMH) is a Society of over 1,700 members from 100 countries, who work in, or are interested in tropical medicine and global health.
RSTMH organises and participates in events as a crucial way of showcasing, discussing, and debating key areas of tropical medicine and global health research and practice. Our range of events are wide. We deliver conferences and webinars, social events, research meetings for early career professionals, and high-profile debates and discussions. They happen across the UK and around the world, both online and in person. Our events add to the impact of our work in tropical medicine and global health, but also raise funds to allow us to continue our work as a charity.
The Meetings and Events Manager would lead on the delivery of the RSTMH meeting and events strategy. The role requires a self-starter who is excited by the prospect of working on such a broad range of meetings and events. The candidate needs to have excellent communication and relationship building skills, and to be organised, flexible with a great attention to detail. They should be comfortable liaising with venues for meetings space, developing budgets for events, managing logistical aspects of the events programme and setting up new events online and in person.
Main responsibilities:
Overall responsibility for the meetings and events programme, achieving its financial and other goals and KPIs under the existing strategy
Overall responsibility for the delivery of the events with a focus on expanding global reach, supporting careers, and improving the financial position
Manage events from conception to completion - delivering events to the highest standard to meet their objectives of success – quality and cost effectiveness
Attend the Meetings and Events Committee, optimising meetings including helping set the agendas, leading discussions, writing minutes, liaising with the Chair
Assist to identify, appoint, and manage Scientific Chairs, Committees, and Sub Committees to secure event speakers, secure attendees and sponsors
Overall management of the income being delivered from ticket sales, sponsorship and other income streams linked to meetings and events, with support from line manager and CEO
Responsible for the income and expenditure budgets and monthly reforecasts for our meetings and events, and ensuring accurate financial record keeping
Support and train colleagues to run meetings and events online.
Work with the team to develop all event materials – physical and digital
Work with CEO and Senior Manager to identify sponsors, develop proposals and negotiate income
Produce comprehensive event briefings for speakers, team, and Board
Support and attend events, sometimes out of office hours, in and out of the UK
Evaluate and report on the success of each event and consider areas of improvement
Ensure up to date event information is publicised on the website and on other RSTMH channels
Work with the team at RSTMH to develop and implement a marketing plan for events
Manage all event enquiries, from external and internal stakeholders
Liaise with and manage relationships with event stakeholders internally and externally, including suppliers, members, committees, Board, speakers, sponsors, exhibitors
Work with the Membership Manager to maximise the engagement of event attendees in RSTMH’s work, and conversion of events attendees to be members
Develop processes to ensure we capture all data from events, through our CRM
Ensure efficient processes exist for ticket sales, paying expenses and invoices and all other aspects of RSTMH meetings and events
Develop longer-term event strategy for RSTMH
Document and maintain accurate process and guidance documents for the Meeting and Events role.
Person specification:
Professional and articulate
Degree level education or relevant proven work experience
At least 3 years proven track record of managing and delivering in person and online events including selecting and negotiating agreements with suppliers, drawing up cost and income budgets, delivering events and monitoring and evaluating their success
Strong experience of working with a CRM system
Experience of running online events, with knowledge of variety of platforms
Strong project management and organisational skills
Evidence of working with events committees and managing suppliers to deliver events
Strong budget management experience including forecasting, and planning
Excellent problem-solving skills with a proactive approach and mind-set
Excellent communication skills, both written and verbal
Brilliant time management and task prioritisation skills
Evidence of working with team and Board members
Meticulous attention to detail
Can-do attitude to take ownership of events
Relationship building skills, being able to inspire others and bring them with you
Passion for RSTMH and its work
Reliable team player – able to identify areas of interaction with other activities of our work, and able to work with team to increase success
Willingness to work unsocial hours as required, and to undertake travel outside of London and the UK, with reasonable notice
Motivation to hit the ground running
The deadline for this role is 5pm BST 13th July.
Please note that we will be interviewing candidates before this date so may close recruitment before the deadline.
Please click the apply button and send your CV and a supporting statement of up to 1,000 words to include how your experience matches the duties and skills for the role, it will be sent automatically to us. Applications submitted without a supporting statement may not be considered. (Please insert your supporting statement where it asks for your cover message or covering letter).
No agencies please.