Conference and Events Coordinator in Darmstadt bei EUMETSAT

EUMETSAT

Within the Strategy, Communication and International Relations Division (SCIR), the Conference and Event Coordinator will be responsible for the organisation of a wide range of virtual, hybrid and in-person events organised by EUMETSAT alone, in partnership or on behalf of the EU Copernicus programme, and for the coordination of EUMETSAT’s contributions to exhibitions and other events.

Duties

Plan and organise in-person, online and hybrid events and conferences, including the monitoring of an event budget and coordination of multiple EUMETSAT events at once;
Liaise with internal stakeholders, organising and programme committees, international partners, sponsors as necessary to discuss and plan event specifications such as format, budget, administrative details and special requirements;
Create and update event websites with the support of graphic design experts, setting up of the registration and abstract submission pages;

Handle day-to-day administration and logistics of events, including: registration monitoring, organising travels for sponsored participants, researching and selecting suppliers, booking venues and other services, planning and organising of networking events;
Interaction with participants, speakers, including preparation of invitations, announcements, information packages, conference guidelines,;
Compile of meeting analytics, post-events evaluations and lessons’ learnt reports.

LOCATION

Darmstadt, Germany

QUALIFICATIONS

A full secondary education together with professional qualification in the field of events management or coordination.

LANGUAGES

The official languages of EUMETSAT are English and French. Candidates must be able to work effectively in English and have good knowledge of French.

Given the locations of EUMETSAT conferences and sponsored events, the ability to work effectively in German would be a strong advantage.

DEADLINE

13 June 2023

Duties

Plan and organise in-person, online and hybrid events and conferences, including the monitoring of an event budget and coordination of multiple EUMETSAT events at once;
Liaise with internal stakeholders, organising and programme committees, international partners, sponsors as necessary to discuss and plan event specifications such as format, budget, administrative details and special requirements;
Create and update event websites with the support of graphic design experts, setting up of the registration and abstract submission pages;

Handle day-to-day administration and logistics of events, including: registration monitoring, organising travels for sponsored participants, researching and selecting suppliers, booking venues and other services, planning and organising of networking events;
Interaction with participants, speakers, including preparation of invitations, announcements, information packages, conference guidelines,;
Compile of meeting analytics, post-events evaluations and lessons’ learnt reports.

Skills and Experience

Proven experience with conference and event management, preferably in a scientific, technical and/or international environment;
Advanced knowledge of PowerPoint, Acrobat and Excel.
Proven experience of online meeting platforms and conference management tools, and any other IT and media tools supporting conference organisation;
Strong writing skills to develop conference material: announcements, website content, meeting guidelines, news bulletins;
Project management skills, with attention to detail, documentation and accuracy, and ability to coordinate multiple parallel tasks/activities;
Ability to work in a team, but also autonomously against set targets;
Excellent interpersonal and diplomatic skills as required to interact with a range of interfaces, from senior management and partner institutions, to employees and suppliers.

Please note the interviews for this position will take place in September 2023.