Events - Secretariat and Communications Coordinator

Zest4Talent is recruiting a Secretariat and Communications Coordinator to join a friendly and established Professional Conference Organiser. The organisation provides conference management and administrative services to membership bodies, primarily within the healthcare sector.

This is a varied and integral role supporting several clients and coordinating a range of administrative, membership, communications and event-related activities within a busy team.

The position offers hybrid working, with at least two days per week based in the Lewes office and the remainder worked from home or another remote workspace. Flexible working hours are available outside the organisation’s core hours of 10am to 3pm.

The successful candidate will be highly organised, comfortable working to tight deadlines and able to perform effectively under pressure. You will have excellent attention to detail, a collaborative and supportive approach, and a positive, can-do attitude.

The role may involve attending events and conferences across the UK, so you must be willing to travel and occasionally stay overnight.

Key responsibilities

• Providing secretariat and general administrative support, including processing membership renewals, removing duplicate records, maintaining accurate information and preparing reports
• Acting as the first point of contact for membership enquiries and managing dedicated email inboxes
• Responding to enquiries regarding educational events and course information
• Supporting the marketing and design of online webinars and events
• Managing marketing and membership databases
• Writing content and managing social media campaigns for clients
• Managing training modules and supporting training centres delivering certified clinical courses across the UK
• Processing applications, payments and certifications
• Processing delegate registrations and payments for online and in-person courses
• Supporting the administration of educational courses and corresponding with sponsors, speakers and other stakeholders
• Gathering information, logos and materials from sponsors, speakers and exhibitors
• Setting up and maintaining course microsites and registration systems
• Using systems including EventsAir, MemberPress, WordPress, MemberWorks, CiviCRM and Mailchimp
• Producing reports on membership numbers, training activity and income
• Collating expenses for payment
• Supporting the delivery of online webinars and events for between 100 and 400 attendees using Microsoft Teams and Zoom

Skills and experience

• Excellent written and spoken English
• Exceptional attention to detail and a commitment to producing high-quality work
• Excellent organisational skills and the ability to manage competing priorities
• Strong communication and interpersonal skills, with the confidence to work with stakeholders at all levels
• The ability to work collaboratively while managing projects independently
• Strong IT skills, including proficiency in Microsoft Office
• The ability to multitask, use initiative and solve problems
• Creative writing and thinking skills
• Previous experience managing social media activity
• Experience in administration, membership services, events, communications or a related environment would be beneficial

Personal attributes

• Willingness to learn and embrace new ways of working
• A proactive and hands-on approach
• Disciplined, hardworking and focused
• Self-motivated and able to use initiative
• Professional and trustworthy
• A good sense of humour and a positive attitude

If you are an organised and detail-focused professional who enjoys a varied role involving administration, communications, membership services and events, Zest4Talent would be delighted to hear from you.

Please apply with your CV for further information and confidential consideration.