Congress and Events Assistant

The European Psychiatric Association is the largest international association of psychiatrists in Europe, with active members in 88 countries. It includes leading experts covering the interests of psychiatrists in academia and in practice. The EPA deals with psychiatry and its specialised disciplines, focuses on the improvement of care for the mentally ill and on the development of professional excellence. The EPA represents individual members, as well as 44 National Psychiatric Associations across Europe. Its main activity is the organisation of scientific events, in particular the European Congress of Psychiatry once a year in a European city.

We have a temporary vacancy for a Congress and Events Assistant, who supports the EPA Project Managers in meeting and webinar organisation, scientific programme coordination, promotion of activities, and general administration. He/she primarily assists the EPA Project Manager for Congress & Communication in specific aspects of the organisation of the annual European Congress of Psychiatry, which is the main activity of the EPA. He/she may be assigned additional administrative and office tasks depending on the Association s activities and priorities.

Tasks

European Congress of Psychiatry

General tasks

• Before the congress: Involvement in the organisation of the Congress in accordance with set timelines and quality expectations, including (but not limited to) monitoring of adherence to the project timelines and internal task management
• During the congress: Support to EPA Project Manager for Congress & Communication, internal EPA meetings and participation in booth duties, onsite or online
• Collaboration with the Professional Congress Organiser (PCO)

Scientific programme

• Coordination of scientific content submission procedure and decision process (scientific sessions and abstracts)
• Testing of submission and review systems
• Communication with speakers and faculty members
• Invitation of speakers and session chairs, including mailings, response tracking, and reminders
• Contacts with Scientific Programme Committee members for regular updating on progress, requests for replacement speakers
• Data collection and entry

Event Promotion

• Writing articles and other editorial content to promote the congress
• EPA website updates
• Monitoring of European Congress of Psychiatry website and social media updates

Ad hoc organisation of teleconferences, meetings and webinars:

• Logistics including negotiation with suppliers and onsite assistance when relevant
• Contacts and follow up with participants on all practical aspects
• Preparation and circulation of agendas and supporting materials; note-taking and minutes

Other tasks:

• Drafting of correspondence in English
• Assisting with the preparation of presentations and reports
• Contacts with suppliers (quotes ) and comparative studies of service provisions
• Archiving of electronic and printed materials

Requirements

• Degree (equivalent BAC+2/BAC+3) in bilingual secretariat or executive assistance, event management, foreign languages or related disciplines
• At least 2 years of experience in above disciplines
• Excellent communication and writing skills in English (fluent oral and written), particularly VIP invitations and meeting minutes
• Working knowledge of French and/or other languages a plus
• Excellent organisational skills (project management mindset): ability to multi-task, prioritise and work under set deadlines or under pressure, flexible
• Excellent attention to detail
• Strong collaborative skills: team-oriented, able to work with diverse and demanding groups of people
• Full command of Microsoft Office software (Word, PowerPoint, Excel, Outlook), especially the mail merge function
• At ease in multicultural environments
• Additional assets: Knowledge of and experience with associations, medical congresses and/or international environments; Experience with web content management tools and design tools (i.e. WordPress, Canva, etc.)

Benefits

• Start: early January 2023
• Full time 18 month temporary contract (CDD)
• Based at the EPA Administrative Office in Strasbourg, France (partial teleworking possible under set conditions)
• Some travel in France and Europe, sometimes during weekends
• Small and dynamic multi-cultural team
• Remuneration to be discussed during interview, depending on experience

Please send your CV and cover letter in English to Ms. Katie Luck [REF: EPA CONGRESS & EVENTS ASSISTANT 2022] by 31 October 2022.

Please note: Interviews will take place in person in Strasbourg the last week of November and first week of December 2022.

Written and oral fluency in English is a requirement; please do not apply if you are
not fluent in English. English levels will be checked before any interviews are
scheduled.

To consult the full announcement and for more information on the EPA, visit the Vacancies page on our website.