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Event Operations Specialist

Frontiers

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Event Operations Specialist

In 2017, Frontiers’ editorial staff participated in 121 conferences around the world. The Events Operations Team coordinates all conference logistics, oversees sponsorship agreements and guarantees a high standard of service to colleagues. The selected candidate will report to the Events Manager and will manage all event preparation from planning stages through to on-site execution, including but not limited to: travel, accommodation, registration, payment of invoices, placing orders for services and supplies, preparation of promotional items and print materials, arranging courier delivery and shipping. We are looking for a highly motivated, hard-working individual who is organised and reliable, and serves as the main point of contact for conference and sponsorship logistics and internal communication.


 


Key responsibilities


  • Assist editorial staff with all conference preparations.

  • Responsible for maintaining conference timeline and attendee management process.

  • Make applications, secure booth allocation/agreements and manage online registrations and invoices.

  • Maintain internal database with event attendee lists, budget, travel and accommodation arrangements, order checklists and other event-related information.

  • Place and manage orders for furnishing, services and supplies for conferences, including payment.

  • Complete all necessary waybills and customs documentation to ensure timely delivery on tight deadlines for conference shipments.

  • Printed and promotional material preparation/production/distribution.

  • Integrate a sustainable approach to all tasks.

 


REQUIREMENTS


  • Organised, with excellent time management and prioritization skills.

  • Strong problem-solving skills and attention to detail.

  • Positive attitude and open-minded nature.

  • Ability to communicate accurately.

  • Excellent written and verbal communications skills.

  • Ability to multi-task and manage multiple projects simultaneously and efficiently.

  • Ability to adhere to deadlines.

  • Strong sense of professionalism.

  • Competence in Microsoft Office Suite.

  • Native English speaker (or business-level proficiency).

  • French is a plus.

QUALIFICATIONS


  • Bachelor’s Degree

  • Previous experience in customer service, hospitality or tradeshow/sponsorship management a plus

Please send your application and cover letter in English.

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