PA-and-Events-Coordinator-Job-Description-January-2013.pdf

JOB TITLE:
REPORTS TO:
LOCATION:
PA and Events Coordinator
Chief Executive, EMSP
EMSP, Rue Auguste Lambiotte 144/8, 1030 BRUSSELS
BACKGROUND
The European Multiple Sclerosis Platform (EMSP) http://www.emsp.org/ was founded in
1989 as an umbrella organisation of 21 national MS societies. Today we are the voice of over
600.000 people with MS (PwMS) in 38 national MS societies from 34 European countries.
EMSP represents their interests at European level and works collectively with its members to
achieve together our common goals of high quality equitable treatment and support for all
PwMS throughout Europe.
EMSP’s vision is transformational: to move from a Europe where the availability and
accessibility of high quality treatment and support is a basic right and where a person with
MS has a real voice in determining their care at policy, organisational and individual level –
to a world without MS thanks to breakthrough research and innovation.
EMSP aims to provide an effective and efficient secretariat and to be responsive to the
needs of its constituency and membership. Although the team is small, we aim to work in a
flexible and integrated way to maximize the impact of the organization and its pan-European
programmes.
PURPOSE OF THE ROLE
• To provide event management for all EMSP events, in particular the bi-annual
conferences, the Executive Committee (ExCom) and Council meetings and special events
including EMSP programme launches and exhibitions.
• To provide PA and administrative support for the President of EMSP before, during and
after meetings and events and to make travel arrangements that ensure comprehensive
access for the President and any attendees with specific needs.
• To provide PA and administrative support for the Chief Executive of EMSP to ensure the
smooth, effective and coordinated running of the CE’s office and team.

KEY AREAS OF RESPONSIBILTY
Event management
• Coordinate and effectively organise key external events such as the bi-annual EMSP
conferences, special exhibitions and programme launches as well as the quarterly ExCom
meetings and annual Council meeting (see also PA support for the President).
• Research and contribute to cost-effective event project plans and timelines. Implement
the logistical elements of these projects and support the team in delivering specific
projects on time and to budget.
• Liaise closely with the Project Sponsor for each event ensuring that the logistic plans
dovetail with the event design and implementation and that budgetary control is
retained over all costs, including any speakers, contributors, equipment, venue, bursaries
and other fees.
• Develop and implement systems to ensure efficient logistical planning of events – this
includes developing a cross-departmental project planning process for external events
and keeping up to date records of venues, costs and transport links and providing project
managers for specific events with a menu of options.
• Build and maintain effective working relationships with key external suppliers (e.g. with
key external venues), if necessary arranging pre-event assessment of facilities with a
priority to ensure full and appropriate accessibility for all attendees.
• Attend relevant external events, ensuring the smooth running of the event and
troubleshooting any problems that arise.
• Undertake all necessary administration relating to the coordination of external events.
Liaising with relevant internal project managers as necessary and ensuring that all
invoices are paid on time.
PA and administrative support for the President
• In close liaison with the President (and his carer, as required), provide all travel,
accommodation and transfer arrangements to enable the President to maximise his
time and attendance at all key EMSP events, in particular the ExCom, Council and
Conferences as well as in response to high level invitations in Europe and elsewhere
internationally. It is imperative that in fulfilling this element of the role, priority is given
to ensuring that all the components that make up the travel, accommodation and
transfer arrangements are fully accessible and appropriate for the President’s needs and
where necessary, visited and checked in advance.
• In liaison with the President and Chief Executive, arrange venue, logistics and provide
administrative support before, during and after Council and Executive Committee
meetings including the timely drafting and distribution of papers and minutes.
PA and Event Coordinator Job Description 2

PA and administrative support for the Chief Executive
• Coordinate the Chief Executive’s diary including the arrangement of appointments,
meetings and functions, including room and equipment bookings and ensuring key
staff/contacts are invited in a timely fashion.
• Arrange and communicate all travel and accommodation for the Chief Executive and,
where appropriate, accompanying members of staff.
• Provide excellent customer service as the first point of contact for internal and external
enquiries to the Chief Executive’s office, to include mail, guests etc.
• Respond, where possible, on the Chief Executive’s behalf to straightforward enquiries
(e.g. potential meeting dates, biography/photo requests) and take responsibility for
finding more detailed information where appropriate.
• In liaison with EMSP’s Office Manager, manage the Chief Executive’s budget and finances
by processing invoices, credit card statements and expense claims and recording all of
• Monitor the Chief Executive’s mailbox to ensure emails are dealt with in an appropriate
and timely fashion, responding where appropriate. Provide printed copies of information
at the Chief Executive’s request and regularly identify, and draw to the Chief Executive’s
attention, matters for urgent action or follow-up.
• Manage the Chief Executive’s contacts in Outlook and any other contact management
systems as required.
DIMENSIONS
Staff:
• EMSP Team: 7 (plus 2-3 external consultants and intern(s)
Direct reports: none
KEY INTERFACES
Internal:
• Chief Executive
• Deputy CEO
• Office Manager
• IT / Webmaster
• All team members
PA and Event Coordinator Job Description 2

External:
• EMSP President and Officers
• ExCom / Council Members
• Event, venue and travel related contacts
• EMSP Member organisations
KNOWLEDGE, SKILLS, EXPERIENCE AND COMPETENCIES
Essential
• At least two years’ experience of carrying out a comprehensive range of communications
activities including press and PR, website content development, social media campaigns
publications and internal and external communications coordination, ideally with some
experience gained in the not-for-profit sector
• Demonstrable administrative / PA level experience including provision of PA support at a
senior level of the organisation
• Demonstrable experience of event management and of taking the lead responsibility for
coordinating and project-managing substantial events involving high level stakeholders
• Ability to administer budget management systems and maintain accounts spreadsheets
• Excellent Word, Excel and PowerPoint skills
• Advanced level of Microsoft Outlook. Level to include multi diary management
• Experience of working to deadlines and under pressure
• Excellent organisational skills (e.g. to develop new office systems, to maintain and
develop existing systems) with demonstrable ability to prioritise workload in a busy
environment
• Excellent interpersonal skills gained through successful experience of dealing with a wide
range of people from the general public through to senior scientists and clinicians,
including the ability to deal with difficult calls
• Commitment to NGO sector values and methods
• Good telephone manner
• Experience of conducting research with minimal supervision and ability to absorb new
information quickly and to analyse, interpret and present information effectively and in a
wide variety of formats
• Demonstrable experience of working under pressure and to tight deadlines, with a
flexible approach, and to manage workload which, because of the nature of the team’s
work, regularly includes conflicting and changing demands
• Fluent in written and oral English
Desirable
• Educated to degree level or equivalent experience
• Knowledge of or interest in multiple sclerosis policy and research
• Competent in other European language(s)
PA and Event Coordinator Job Description 2

PERSONAL QUALITIES AND ATTRIBUTES
• Experience of working on own initiative
• Creative approach to work
• Highly organised
• Ability to multitask
• Excellent communication / networking skills
• Ability to deal with people at all levels
• Strong attention to detail
TERMS AND CONDITIONS
Salary range:
Term of appointment:
Hours of work:
Annual Leave:
Other benefits:
2,300 euros per month for a four day week
Permanent (following successful completion of 3 month
probationary period)
30 hours per week.
16 days plus Belgian public holidays
Lunch vouchers and statutory contribution to travel-towork
costs
EMSP
January 2013
PA and Event Coordinator Job Description 2