Assistant Conference Project Manager

THE COMPANY Abbey Conferences is part of the Abbey Group, an established and fast-growing Destination Management Company, dedicated to selling the destinations of Ireland and the UK to the International travel trade on a B2B basis.The Group has five divisions specialising in specific types of inbound tourismConferencesEvents Group Tours Individual & Online Travel Incentive & Luxury leisure travel
Abbey Conferences is a multi-award-winning International Conferences organisers with offices in Dublin and Edinburgh. Under our Abbey Conferences brand, we provide a wide range of professional conferences services in-person, virtual and hybrid basis.
WHY WORK FOR US Progressive CompanyLearning and development opportunities – individual training budget per yearActive Social Committee and Green Team including free events throughout the yearDeloitte Best Managed company for 15 consecutive yearsHybrid/blended working option availableEmployee Assistance Programme – health & wellbeing supportDiscretionary Company Bonus SchemeFlexible benefit contribution towards pension or health care planUp to 60 days per year remote working abroadA paid day off on your birthday & an additional paid day off over the Christmas periodThe Abbey Group is proud to hold a certification for being a Great Place To Work UK & a Great Place to Work Ireland
TITLE OF VACANCY:Assistant Conference Project Manager (9-month FTC), Abbey Conferences Dublin/Edinburgh (hybrid)
THE ROLE AND CORE DUTIES INCLUDE:This appointment is for an Assistant Conference Project Manager within the conference team, supporting the team in all aspects including:Inbox management, managing email enquiries from delegates, speakers and suppliers for multiple conferences, liaising with and managing all delegate enquiries (issuing invoices, visa letters etc).Assist Project Managers with co-ordinating the organisation of all assigned virtual, hybrid and live conferences.Client relationship management - Be one of the key Company contacts with the Local Organising Committee (LOC) and attend all LOC meetings.Work with Local Organising Committee (LOC) to design all aspects of the conference and to implement the direction of the LOC in relation to the conference.Online registration process including setting up and the management of registration forms, sponsorship portal & abstract submission.Set up of Badges, badge management and certificates of attendance.Accommodation management, liaising with hotels regarding allocations and monitor deadlines.Venue management/Supplier management/AV and catering co-ordination.Social Programme creation and its co-ordination.Budget management (responsibility for credit control over conferences assigned).Create e-zines and help update conference websites & databases.Assist with managing sponsorship & exhibition activities.Development of the costing models for confirmed conferences, including, where appropriate, securing supplier services for the programme and the negotiation of rates for those services e.g. Accommodation & venue management, AV / catering co-ordination, transport & travel management social programme creation / co-ordination.Where appropriate represent Abbey Conference on company led familiarisation visits and other industry and supplier meetings.Onsite management - be one of the representatives on site during the operation of the conference. This may take place outside normal office hours.Assist the Director of Operations with training and ongoing management of new interns/students.Minute taking at weekly/monthly operations/client meetings. Updating meeting agendas and sharing with the department/clients.Support Project Managers in any way required during the conference pre planning and execution processAny other duties as assigned from time to time by your manager or board member (this could be in another Department within the Abbey Group).Some international travel may be required and will be in compliance with the company’s Business Travel Policy.
REQUIREMENTS: Essential:Relevant 3rd level degree in Event Management, Tourism, Business or Languages or relevant experience Very good knowledge of MS OfficeStrong technical/computer abilitiesAbility to meet agreed time paths/deadlines Highly organisedMotivated and resourceful self-starter with a passion for client care plus a commitment to delivering services to the highest level and an ability to work to strict deadlines Good team playerExcellent communication skillsWillingness to travel – mainly within Ireland but also possibly to overseas locations
Desirable:Experience in a similar role/company a distinct advantage for this positionFamiliarity with conference software – EventsAIR a distinct advantage