Events Officer

Events Officer

EPF - European Patients' Forum

Brussels, Belgium

Purpose of the role

The Events Officer plans, organises and coordinates events and meetings in cooperation with the EPF team. The portfolio of events to be organised include smaller events such as Board meetings, Working group meetings, or project related meetings, and larger events such as the Annual General Meeting and the EPF Congress.

Key Responsibilities

Events & Meeting Management:

• Plan, organise and coordinate events and meetings in cooperation with EPF team members responsible for the content of the programme of the event;
• Negotiate with hotels for accommodation and meetings to ensure cost-effectiveness and accessibility;
• Establish, manage and monitor budget for the events and meetings;
• Create invitee list and invitation material;
• Coordinate event logistics, including registration and attendee tracking, catering, presentation and materials support and pre- and post-event evaluations;
• In cooperation with EPF’s Communications team, initiate, coordinate and/or participate in all efforts to publicise event. Ensure EPF’s visual identity is correctly presented at EPF events;
• Manage correspondence relating to organised events;
• Ensure technical requirements of meetings are met (projectors, computers, and other display materials).

Travel Management:

• Manage travel and accommodation of event participants and EPF staff;
• Coordinate with finance officer for the reimbursements of staff travel expenses; ensure relevant forms are up to date in cooperation with the Office Manager;
• Administer online system for accommodation and travel for EPF team;
• Process, monitor and approve reimbursement forms from event participants and EPF team.

Knowledge, skills and experience

Demonstrable skills and experience:

• 5 years of experience in the field of events’ organisation;
• Experience in managing suppliers and in managing call for tenders’ procedures;
• Fluency in English, with knowledge of additional EU languages being desirable;
• Demonstrable experience in negotiation and budget management;
• Demonstrable planning and organisational skills and ability to set, communicate and maintain timelines and prioritise;
• Understanding of the non-profit sector.

Personal attributes:

• Commitment to the vision and the mission of the European Patients’ Forum;
• Ability to work in a fast-paced environment;
• Excellent communication and interpersonal skills, both verbal and written;
• Empathy to peers; ability to anticipate and meet the needs of participants who are patients;
• Ability to work as part of teams.

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