Administrative Officer - Events Saffron Walden, England
Job description
The Administration & Operations team at ELIXIR is expanding, and we're looking for an Administrative Officer - Events to join our Hinxton based team.
Supporting the Senior Administrative Officer - Events, you'll play a key role supporting the administration of events from initial concept, right through to post-event wrap up. To do this, you'll collaborate with teams across the ELIXIR Hub and diverse set of stakeholders across the 22 ELIXIR Nodes, industry and other external stakeholders.
In this newly created role you will not only contribute to the events themselves but you will also support the planning and development of our long term events strategy.
Your role
The main duties and responsibilities are as follows:
- Support events organised by the ELIXIR Hub including coordinating and clarifying contributions from colleagues and co-organisers.
- Establish a professional working relationship with relevant contacts in ELIXIR Nodes, ELIXIR governance groups, industry and external stakeholders, including suppliers, venues and external speakers.
- Control expenditure on assigned events, and have delegated responsibility for individual event budgets.
- Coordinate events’ logistics including catering, technical, transport, international travel and accommodation.
- Coordinate virtual events’ logistics including handbooks, video links and communication channels.
- Programme non-scientific content of events: social and networking provision, off-site dinners, etc.
- Ensuring the cost-effective delivery of ELIXIR’s events in full compliance with all relevant regulations, including those set by external funders
- Prepare financial and statistical reports following events
- Familiarize with ELIXIR’s internal rules and procedures applicable to events and ensure minimum requirements in contracts, liaising with Procurement and Legal Services.
- Actively promote equality, diversity, inclusion and proactively support the use of the ELIXIR Code of Conduct.
The role is likely to involve some out-of-hours work, including occasional work at weekends. ELIXIR events are usually organized in Europe to better reach our stakeholders across ELIXIR’s 22 Member States. Thus, regular international travel may also be required. In order to provide effective organization and delivery, you be supported to stay abreast of the development of the ELIXIR organization as well as campus development.
You have
- Experience of event management in international industrial, academic or research environments;
- Experience of organizing and independently managing delivery within a multidisciplinary, collaborative team environment.
- A high level of literacy with excellent verbal and written English.
- Comfortable working and contributing to a multidisciplinary team.
- Experience in handling deadlines and workload by actively managing and clarifying priorities
- Ability to evolve and adapt to the continuous improvement in processes, methodologies and technologies being used by the ELIXIR Hub.
- Willingness to occasionally work outside normal office hours.
- Sound knowledge of MS Office (Word, Excel, PowerPoint) and G Suite (Docs, Sheets, Slides).
You might also have
- A diploma or degree in an events or business administration related subject
- Experience gained in the context of an intergovernmental organization would be an asset
- Experience in contract management related to events
- Working knowledge to a professional level of an additional European language/s.
Our values
The ELIXIR Hub has a strong organisational culture which is defined by our core values. To ensure a good fit with our team, we look to recruit candidates who share our five values:
1. We work to benefit everyone
2. We are trusted
3. We work with a spirit of openness
4. We strive for excellence
5. We work in an environment of respect
Benefits and Contract Information
- Financial incentives: depending on circumstances, monthly family/marriage allowance of £243, monthly child allowance of £293 per child. Annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances
- Hybrid working arrangements
- Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover)
- Generous time off: 30 days annual leave per year, in addition to eight bank holidays
- Relocation package including installation grant (as applicable)
- Campus life: Free shuttle bus to and from work, on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely)
- Family benefits: On-site nursery, child sick leave, generous parental leave, holiday clubs on campus and monthly family and child allowances
- Contract duration: This position is a 3 year contract renewable up to 9 years
- Salary: UK Equivalent £ 41,717 - £57,628 (Total package will be dependent on family circumstances)
- International applicants: We recruit internationally and successful candidates are offered visa exemptions. Read more on our page for international applicants.
Please apply through the link: https://www.embl.org/jobs/position/EX00047
Job Types: Full-time, Fixed term contract
Contract length: 36 months
Salary: £41,717.00-£57,628.00 per year
Benefits:
- Additional leave
- Casual dress
- Company events
- Company pension
- Discounted or free food
- Gym membership
- Life insurance
- On-site parking
- Private dental insurance
- Private medical insurance
- Relocation assistance
- Sick pay
- Wellness programme
- Work from home
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Saffron Walden: reliably commute or plan to relocate before starting work (required)
Work Location: One location
Application deadline: 16/03/2023
Reference ID: EX00047
