Event assistant position

The European Association of Hospital Pharmacists (EAHP) is a non-profit association of national organisations representing hospital pharmacists at European and international levels. EAHP represents and develops the hospital pharmacy profession within Europe in order to ensure the continuous improvement of care and outcomes for patients in the hospital setting.

This is achieved through science, research, education, practice, as well as sharing best-practice and responsibility with other healthcare professionals. EAHP has a great job opportunity open and requires a full-time experienced Events Assistant to join our small office team in Brussels.

A minimum of 2 years experience in event planning is required. Fluent English and either Dutch or French reading and writing skills are preferable.

Salary will be based on experience and benefits consist of a pension plan and DKV insurance.

View the job description below for full details and please only apply if you meet the job requirements.

Application and deadline

To apply, please send a cover letter and CV using THIS FORM

Subject Line: Application for Events Assistant position

Attention: Chief Operating Officer

Closing date for applications: 31 August 2012

Start date: September 2012

Tasks

Congress: Scientific committee - speakers

- Follow up on action points of minutes when assigned

- Drafts letters/emails for third parties as requested: OC/SC members, suppliers and external organisations

- Communication with speakers: seek information from them as informed by Events Coordinator, send forms to be filled in by them and follow up

- Update check lists with speaker information related to programme when requested be sure evaluation forms/speaker evaluation forms and distribute on-site, be sure forms are completed and returned to EAHP, if possible, pre-printing of all forms to be shipped to congress site when requested

- Communication and Website: Assist with updating of congress website post speaker bios, TG&LO's, etc. to web site prepare programme overviews for web site

- Registration: Process online registration forms and credit card payments as well as follow up and collection of payments, create visa letters as needed & request student verification forms, manage all questions related to registration answers questions from congress delegates/groups invoices registrations and sends invoices to bookkeeper work at on-site registration desk

- Abstracts: set-up and management of online abstract submissions when not working the registrations

- Marketing: enter contact details into congress software as needed, maintenance of congress database locate, obtain and post necessary information for web site (i.e. Venue info, transport info, etc.)

- Transportation: secure transportation when necessary for dinners/meetings, etc. on-site when requested Vendors: assist with contacting potential vendors/follow up on items purchased when requested assist with arranging concierge booth on-site

- Dinners & lunches: assist with planning and on-site preparation of congress dinners

- Printing: assist with proofing of programme, abstract and participant list books when requested On-site: handle set up of ribbons, posters, awards, certificates for SC, SAG members, check lists, work registration desks creation of important telephone numbers for on-site use and distribution to staff when requested

- General: assist with tasks as assigned per the congress project timeline assist with site visits when necessary

- Academy & other events: assist with all issues including planning assist with necessary forms for event, i.e. to collect bios, disclosure of conflict of interest, evaluation forms from attendees, expense claim forms, etc. source of information for academy participants as needed name badges and misc printing as needed general logistic support as needed collect expenses claim forms from attendees and speakers maintenance of the DB: contacts - insure consistency of data format assist when needed with on-site support of events

- Post event tasks: assist with follow up of post-event tasks and respond to emails (i.e. surveys, certificates, accreditation certitificates, etc.) assist with managing all email lists related to events general assistance to Chief Operating Officer and Events Coordinator travel arrangements/logistics as needed

Skills/Qualifications:

- Excellent Writing Skills, Scheduling, Microsoft Office advanced Skills, Organization, Time Management, Travel Logistics, Verbal Communication, must be a self starter, proactive and have problem solving skills

- A minimum of 2 years experience in event planning specifically handling event registrations

- Fluent English reading/writing/speaking

- Other languages preferable but not mandatory

- Must be sociable and a people's person.

- Must love interacting with people because he/she will need to interact with them on a daily basis.

- Must be able to work under pressure/deadlines

- Excellent multi-tasking capabilities

- Must be able to travel when needed

- Must be able to work overtime when needed

Salary will be based on experience and benefits consist of a pension plan and DKV insurance.