Seeking a dedicated and organized Conference Assistant to support with the planning, organisation and running of a conference being held at the University of Derby on Wednesday 19th June. The Conference Assistant will play a crucial role in supporting the coordination and execution of the conference to ensure its success. They will act as a first point of contact for attendees, helping with setup, administration, registrations, and operational support for the conference, such as guiding speakers on how to use audio visual equipment in individual paper presentations. This is an excellent opportunity for someone interested in gaining valuable experience in event management within the academic sector.
Responsibilities:
· Assisting with the planning and preparation of all conference-related activities, including scheduling, logistics, and venue arrangements.
· Provide administrative support, such as managing registrations, handling inquiries from attendees, and maintaining conference databases.
· Coordinate with catering and exhibitors to ensure smooth execution of their participation in the conference.
· Assist with the production of conference materials, including programs, signage, and name badges.
· Support on-site operations during the conference, including registration, session monitoring, and attendee assistance.
· Collaborate with the conference organizing committee and other team members to address any issues or concerns that may arise.
· Contribute to collecting conference evaluations and reports to assess the success of the event and identify areas for improvement.
Candidate and Skills Requirements:
Essential skills
Organizational Skills: Ability to effectively manage conference tasks, deadlines, and logistics associated with conference planning and execution of the conference. Excellent time management will be crucial for the smooth running of the day.
Communication Skills: Strong verbal and written communication skills to interact with the conference attendees and others including stall holders and catering.
Time Management: Efficiently prioritize tasks, allocate resources, and meet deadlines in a fast-paced environment.
Teamwork and Collaboration: Ability to work collaboratively with a diverse team of organizers, volunteers, and external partners to achieve common goals and objectives.
Problem-solving and adaptability: Capacity to identify challenges, think critically, and develop practical solutions to overcome obstacles during the conference. Flexibility to adapt to changing priorities, last-minute adjustments, and unexpected situations that may arise before or during the conference.
Computer Literacy: Proficiency in using Microsoft Office suite and other relevant software applications for administrative tasks, data management, and communication will be essential. Knowledge of presentation software such as PowerPoint will also be crucial in supporting paper presenters in sessions.
Professionalism: Maintain a high level of professionalism, integrity, and confidentiality in all interactions and aspects of conference management holding the University of Derby in highest regard. Meticulousness in handling administrative tasks, managing registrations, and ensuring accuracy in conference materials and documentation.
Desirable:
Event Planning Experience: Previous experience in event planning or conference management, or related roles is desirable and would be highly favourable.
Knowledge of supporting / attending conference: Familiarity with academic conferences in research institutions, and the academic community would be advantageous in understanding the unique needs and expectations of attendees and presenters.
Other Information:
Pay Rate: £ 11.44 per hour
Working Hours: 8 (8.00 a.m. - 5.00 p.m.) with an hour lunch
Length of Contract: 1 day
Start Date: Wednesday 19th June