Job DescriptionJob Title: Events & Marketing OfficerReporting to Events & Marketing ManagerResponsible for -Main Committee(s) Meetings CommitteeLocation / Type London | Permanent Full-timeVersion January 2018

About usThe Physiological Society (‘The Society), a registered charity, brings together over 3,700 members from over 60 countries. Since its foundation in 1876, our members have made significant contributions to our knowledge of biological systems and the treatment of disease. The Society promotes physiology and supports those working in the field by organising world-class scientific meetings, offering grants for research, collaboration and international travel, and by publishing the latest developments in its leading scientific journals.

Job purpose and backgroundThe Events & Marketing Officer is responsible for broad support of the Events & Marketing Team. You will work closely with the team on external Society run scientific conferences, including our annual conference (up to 1500 attendees) and up to three Topic Meetings (150 – 500 attendees), in particular having a major focus on the running of our portfolio of three one-day focused symposia per year (20–100 attendees). This is an exciting, challenging and varied role that supports one of the key charitable objects of The Society.

Main tasks and responsibilitiesWorking closely with the Events & Marketing Managers and other Society colleagues, you will be responsible for:

One-day focused symposia, standalone or as a satellite of a larger meeting. Producing the events plan and schedule Liaising with the scientific organiser(s) to agree the dates and scientific programme Liaising with the invited speakers regarding abstract submission, processing expense claims etc Sourcing the venue(s), with the scientific organiser, and conducting site visits Producing registration site via our CRM Managing registration, online via our CRM and on site and also dealing with any queries and visa letter

requests Managing the abstract submission process and period, including collating abstracts for review, notifying the

submitters, and compiling the information for the website and printed programme Collating all the information for the printed programme Managing all pre-event, onsite, and post-event logistics including floorplans, catering and AV support Running the symposia on the day, either with or without the support of colleagues Producing the event budget Reporting on the event budget, before and after the event, including reconciliation Reporting feedback from the symposia, from during the event and also from the post-event survey Providing regular briefings to the Events & Marketing Managers Working with the Events & Marketing Manager and communications team to promote events, including

social media

Topic Meetings Liaising with the invited speakers regarding abstract submission, processing expense claims etc Attending site visits with the Events & Marketing Manager Producing registration site via our CRM

Managing registration, online via our CRM, and on site and also dealing with any queries and visa letter requests

Managing the abstract submission process and period, including collating abstract for review, notifying the submitters, and compiling the information for the website and printed programme

Collating all the information for the printed programme Managing pre-event, onsite, and post-event logistics including floorplans, catering and AV support Running the meeting on the day, either with or without the support of colleagues Reporting on the event budget, before and after the event, including reconciliation, together with the

Events & Marketing Manager Reporting feedback from the meeting, from during the event and also from the post-event survey Providing regular briefings to the Events & Marketing Managers Working with the Events & Marketing Manager and communications team to promote events, including

social media

Annual conference, Physiology Attending site visits with the Events & Marketing Managers Managing registration, online via our CRM, and on site and also dealing with any queries Managing the abstract submission process during the abstract submission period Managing the registration desk for the duration of the conference, dealing with onsite queries, and sales Managing communication competitions, pre-event, onsite, and post-event Organising the conference dinner including schedule, menu and wine selection, and entertainment Processing speaker expense claims Providing regular briefings to the Events & Marketing Managers Providing support to the scientific organisers of the Early Career Physiologists’ Symposium

Events equipment, collateral and infrastructure Organising events equipment and collateral in the basement storage Maintaining events equipment and collateral, including stocks of promotional items (pens, bags etc) Ensuring events pages on The Society website, content and images, and other key marketing websites, are

accurate, and also maintained and updated regularly

Society Committee meetings Attending Meetings Committee and Theme Leads meetings Writing the minutes of the meetings as per the Society format and timelines

Supporting other activities of The Society and/or the Events & Marketing Team, for example, collating information for the Annual Report and Annual Review.

Key attributes:

Education, qualifications, knowledgeA minimum of two years events coordination/management experience A degree in any life science is desirableFamiliarity with the learned society environment is desirable

SkillsExcellent planning, logistical, organisational and administrative skillsExcellent communication skills

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Excellent writing, proofreading and editing skillsAbility to produce agendas and minute takingMeticulous attention to detail Intermediate Microsoft Office skills, primarily Word, Excel and OutlookKnowledge of how to communicate across digital platforms is desirable

Experience ofProjects involving other organisations, clients and key stakeholdersUsing a database and/or online registration platform is desirableExperience of financial management and reporting is desirable

AbilitiesManage complex projectsGenerate and implement ideas Meet deadlines under pressure Plan and prioritise work to ensure deadlines are metProactive approach

Person specificationSelf-motivated and resourceful Courteous and diplomaticEnjoys working proactively in a team but also autonomously

RequirementsAble to be flexible about working hoursAble to travel from time-to-time in the UK

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