Project Assistant

12 Dec 2024

**Project Assistant - Programme & Abstracts**:
**WHO WE ARE**

We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth.
Firm believers in the power of building community since 1987, we help brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions.

We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

**What do we do?**

We deliver events, congresses and solutions in Switzerland as well as around the globe. We succeed in sharing our clients’ values, corporate missions and association objectives and support them to disseminate their messages from Switzerland to the world.

**What does the PCO at MCI Switzerland do?**

We see conferences, congresses, meetings and exhibitions as perfectly orchestrated platforms where connections are formed, knowledge is shared, and like-minded professionals gather to experience everything on offer. We partner with associations, professional societies, not-for-profit organisations, international organisations and more, to manage all the requirements and complexities that make a convention, congress, conference or exhibition the ideal sharing point for all participants and stakeholders.

**Who are we looking for?**

Day-to-day responsibilities will include:

- Scientific and Educational Programme, invited speaker and abstracts management
- Interact with the client’s Scientific Programme / Education Committee members, Executive Committee Members and all related sub-groups and sub-committees in order to coordinate meetings, programme development, speaker invitations and tracking as well as all types of abstract submissions, review and notifications (and all related correspondence)
- Update and manage lists of speakers, moderators, committees’ members and VIP’s
- Prepare all files necessary for the Scientific and Educational Programme preparation
- Minutes taking, for related meetings. Deliver accurate minutes with clear action points in a timely manner
- Prepare & execute all necessary logistics for the onsite handling of speakers, moderators, committees’ members and VIP’s
- Actively set, communicate and maintain timelines and priorities on every element of the programme development.
- Liaise with IT technicians for the setup of the abstract submission systems for the annual congress and smaller meeting following the specific requirements and visual design of the event under the supervision of the Project Manager(s) and Project Coordinator(s)
- Processing: preparation of the online access and attribution of log-ins to reviewers, managing the scoring, preparing reports of the scoring results and preparing and coordinating the Programme committee meeting
- Handling of confirmation / refusal letters
- Managing the “master file” containing all abstracts and preparing files according to necessities of editors and/or graphical designers for publication
- Constant evaluation, testing and evolution handling of the online systems
- Manage check-lists and procedures as part of a constant evolution to thrive for excellence
- Report to the assigned Project Manager / Project Coordinator regularly and ensure advice/counsel is obtained from supervisors when and where necessary
- Drive for excellence in customer service and quality delivery.
- Elaborate new or adapt existing invitation templates and Standard Operating Procedures, as required

**What skills & qualities are we looking for?**
- You must be completely fluent in English and feel very comfortable working in English almost all of the time
- Speaking French would be a great advantage
- Speaking any other language would be very positive
- You must be totally at ease with IT tools generally, already a highly proficient MS Office suite user and open to learn how to use other industry-specific tools
- You must be very precise and accurate - demonstrate a high level of attention to detail and enjoy work that requires this of you
- You must be able to organise, process & consolidate large quantities of information in diverse formats, maintaining accurate and up to date files and reports, both using Microsoft office tools as well as some specific programme and abstract management tools (training would be provided)
- The role may require participation in meetings outside of “regular office hours” - usually held in an online format. You may also be required to attend some in-person meetings that may be scheduled on Saturdays & Sundays
- Willingness & ability to travel internationally
- You must be willing to learn and able to work on (very) long-term projects as well as on (very) short-term tasks
- You must be flexible in your way of working - willing to manage overtime during certain peak periods, capable of m