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

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