CONFERENCE ADMINISTRATOR

An amazing opportunity has arisen for a CONFERENCE ADMINISTRATOR to work on a REMOTE basis on a 6 month fixed term contract – full time salary circa £25-£28K This is a unique position with potential for a permanent role and some international travel. The company is an International Association for Health Professions Education and are seeking an organised and detail-oriented Conference Administrator to provide essential administrative support to the team. The role will focus on supporting operational preparations such as speaker and award coordination, registration and stakeholder communications, financial and contractual administration, preparation of conference materials, and post-event documentation. Emphasis is placed on administrative coordination and information management, ensuring that processes run smoothly and in accordance with the companies governance and operational standards, rather than on project or event management. Key Responsibilities Administrative Support Provide comprehensive administrative assistance to the Conference Manager. Maintain accurate records, documentation, and filing systems related to conference activities. Prepare correspondence, reports, and briefing documents as required. Support the coordination of timelines and ensure key administrative deadlines are tracked. Abstract and Programme Administration Provide administrative support for the abstract submission and review process. Maintain accurate data on the abstract management platform and generate routine reports. Assist with the preparation and formatting of programme information for internal and external use. Volunteer and Stakeholder Administration Support the administration of volunteer engagement, including maintaining contact lists and documentation. Ensure confidentiality agreements and relevant documentation are completed and stored. Act as an administrative point of contact for routine enquiries from volunteers and stakeholders. Financial Administration Assist with processing invoices, speaker fees, and expense claims in collaboration with the Finance Team. Maintain accurate financial records and support reconciliation of conference-related transactions. Help track expenditure against agreed budgets for reporting purposes. Registration and Data Management Provide administrative support for the registration process in collaboration with the conference team and our partners. Generate and maintain registration and attendance reports. Ensure all data is handled in accordance with GDPR and AMEE policies. Communications and Documentation Liaise with the Communications & Marketing Team to ensure accurate dissemination of conference information. Maintain and update standard templates, mailing lists, and administrative content. Support the preparation of certificates, letters, and official documentation. External Liaison Support Provide administrative assistance in communications with the external partners. Track correspondence and ensure documentation is stored appropriately. Support logistical coordination through effective information management rather than direct event management. Key Requirements Administrative Experience: Proven experience in an administrative or coordination role. Strong Organisational Skills: Excellent attention to detail with the ability to manage multiple administrative tasks efficiently. Communication Skills: Clear and professional written and verbal communication skills. Team Collaboration: Ability to work effectively with colleagues, volunteers, and external stakeholders. Technical Proficiency: Competence in Microsoft Office applications (Word, Excel, Outlook, PowerPoint); Confidentiality & Governance Awareness: Understanding of, or willingness to learn, data protection and governance requirements. Financial Administration: Experience supporting invoicing and expense processing is desirable. Desirable Skills Familiarity with database management systems. Familiarity with abstract management systems. Experience working in a membership or charitable organisation. Pro-active approach to work plus excellent communication skills