THE COMPANY
Abbey Conferences is part of the Abbey Group, an established and fast-growing Destination Management Company, dedicated to selling the destinations of Ireland and the UK to the International travel trade on a B2B basis.
The Group has five divisions specialising in specific types of inbound tourism:
* Conferences
* Events
* Group Tours
* Individual & Online Travel
Abbey Conferences is a multi-award-winning International Conferences organisers with offices in Dublin and Edinburgh. Under our Abbey Conferences brand, we provide a wide range of professional conferences services in-person, virtual and hybrid basis.
WHY WORK FOR US
* Progressive Company
* Learning and development opportunities – individual training budget per year
* Active Social Committee and Green Team including free events throughout the year
* Deloitte Best Managed company for 15 consecutive years
* Hybrid/blended working option available
* Employee Assistance Programme – health & wellbeing support
* Discretionary Company Bonus Scheme
* Flexible benefit contribution towards pension or health care plan
* Up to 60 days per year remote working abroad
* A paid day off on your birthday & an additional paid day off over the Christmas period
* The Abbey Group is proud to hold a certification for being a Great Place To Work UK & a Great Place to Work Ireland
TITLE OF VACANCY:
Assistant Conference Project Manager (9-month FTC), Abbey Conferences Dublin/Edinburgh (hybrid)
THE ROLE AND CORE DUTIES INCLUDE:
* Inbox management, managing email enquiries from delegates, speakers and suppliers for multiple conferences, liaising with and managing all delegate enquiries (issuing invoices, visa letters etc).
* Assist Project Managers with co-ordinating the organisation of all assigned virtual, hybrid and live conferences.
* Client relationship management - Be one of the key Company contacts with the Local Organising Committee (LOC) and attend all LOC meetings.
* Work with Local Organising Committee (LOC) to design all aspects of the conference and to implement the direction of the LOC in relation to the conference.
* Online registration process including setting up and the management of registration forms, sponsorship portal & abstract submission.
* Set up of Badges, badge management and certificates of attendance.
* Accommodation management, liaising with hotels regarding allocations and monitor deadlines.
* Venue management/Supplier management/AV and catering co-ordination.
* Social Programme creation and its co-ordination.
* Budget management (responsibility for credit control over conferences assigned).
* Create e-zines and help update conference websites & databases.
* Assist with managing sponsorship & exhibition activities.
* Development of the costing models for confirmed conferences, including, where appropriate, securing supplier services for the programme and the negotiation of rates for those services e.g. Accommodation & venue management, AV / catering co-ordination, transport & travel management social programme creation / co-ordination.
* Where appropriate represent Abbey Conference on company led familiarisation visits and other industry and supplier meetings.
* Onsite management - be one of the representatives on site during the operation of the conference. This may take place outside normal office hours.
* Assist the Director of Operations with training and ongoing management of new interns/students.
* Minute taking at weekly/monthly operations/client meetings. Updating meeting agendas and sharing with the department/clients.
* Support Project Managers in any way required during the conference pre planning and execution process.
* Any other duties as assigned from time to time by your manager or board member (this could be in another Department within the Abbey Group).
* Some international travel may be required and will be in compliance with the company’s Business Travel Policy.
REQUIREMENTS:
* Relevant 3rd level degree in Event Management, Tourism, Business or Languages or relevant experience.
* Very good knowledge of MS Office.
* Strong technical/computer abilities.
* Ability to meet agreed time paths/deadlines.
* Highly organised.
* Motivated and resourceful self-starter with a passion for client care plus a commitment to delivering services to the highest level and an ability to work to strict deadlines.
* Good team player.
* Willingness to travel – mainly within Ireland but also possibly to overseas locations.
* Experience in a similar role/company a distinct advantage for this position.
* Familiarity with conference software – EventsAIR a distinct advantage.
Seniority level
Associate
Employment type
Contract
Job function
Other
Industries
Travel Arrangements
#J-18808-Ljbffr