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Conference Speaker Liaison – German

LOCATION: London, England, UK

TYPE: Permanent 

DATE POSTED: 17 March 2021

RESPONSIBILITES

Administration and budget management

  • Liaise with Show Director and Conference Manager to clarify event briefs
  • Liaise with marketing and operations teams to ensure all are aware of speaker requirements
  • Maintenance of conference programmes, ensuring 100% accuracy through all channels
  • Maintenance of internal databases and documents
  • Obtain speaker pictures, biographies and session details (plus any other specific information required per event) in line with marketing and promotional deadlines
  • Proof-reading and making necessary amendments to conference programmes on all printed/digital materials
  • Prepare speaker contracts and execute speaker agreements
  • Effectively manage speaker fees and expenses in line with event budgets
  • Manage speaker accommodation schedules
  • Receive, collate and format presentation slides to the correct specification and to deadline
  • Manage the speakers, AV technical team and speaker lounge on site at events
  • Provide accurate briefs for the operations team and AV company
  • Provide accurate briefs for conference chairs and speakers

Customer Service

  • Provide excellent customer service to speakers and sponsors, and maintain regular correspondence
  • Manage requests in a timely, professional manner via inbound and outbound phone calls and emails, responding within 24 hours
  • Proactively identify and address issues, escalating complex issues to the relevant managers for resolution

Operations 

  • Attend onsite exhibitions within the UK and international markets
  • Liaise with event teams to confirm theatre capacities and meeting room requirements
  • Liaise with venue managers to book meeting rooms of the right size and specification
  • Provide AV supplier with a detailed brief of requirements and ensure quotes received are accurate and within budget
  • Organise and maintain CAD drawings for theatre seat layouts
  • Process additional requests such as catering, signage and furniture requirements
  • Assist with the compilation of staff schedules and organising temporary staff – liaising with marketing teams to make sure that we have sufficient resources and the right staff in place
  • Produce theatre manager and chair briefs
  • Post event reporting and analysis
  • Support with ad hoc duties as deemed necessary by the line manager

PERSON SPECIFICATION – SKILLS AND EXPERIENCE

  • Fluent in German and English – written and verbal
  • Strong written and verbal communication skills
  • Outstanding customer service skills and interpersonal sills
  • Experience working within fast paced environments
  • Strong organisational skills with the ability to multitask
  • Strong administrative skills
  • Excellent time management and prioritisation skills
  • Able to work to tight deadlines and remain calm under pressure
  • Meticulous attention to detail
  • Able to work independently and as part of a wider team
  • Experience managing budgets with strong numeracy skills
  • Experience working with large scale, technical floor plans (desirable)
  • Proactive and able to utilise initiative
  • Experience effectively managing internal stakeholders and external customers
  • Strong IT skills and systems management (e.g. CRM systems, MS Word, PowerPoint, Outlook and Excel)

If you would like to join our award winning team, please submit your application by sending your CV and a covering letter evidencing your ability to meet the criteria outlined in the advert to jobs@closerstillmedia.com.

CloserStill Media embrace diversity in all of its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation. We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion or beliefs, sexual orientation, gender identity, family or parental status or disability status.

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