Project Coordinator

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 are helping 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.
**JOB OBJECTIVE**
- Assistance of Project Managers and Congress Managers
- Be responsible for the development, production and delivery of project items such as Exhibition and Sponsorship tasks, Speaker Management, Abstract Management.

**MAIN RESPONSIBILITIES**
**Leadership & Relationship Management**
- Effectively communicate, maintain and develop client relationships with a view to retaining existing business and developing new opportunities
- Actively set, communicate and maintain timelines and priorities on every project.
- Manage operational and administrative functions as required to ensure the effective and efficient delivery of specific projects
- Travel onsite for site inspections, event delivery and attend and project-manage events as required.
- Pro-actively report up on development of projects to the Project Manager and Congress Manager
- Drive for excellence in customer service and quality delivery.
- Monitor and maintain quality and adherence to processes, identifying and contributing to their improvement.
- Support sponsorship & exhibition sales activities and follow up tasks required
- Managing of the clients during different scientific committee meetings
- Support the Project Manager and other Project Coordinators with the communication, correspondence, follow-up, reminding of speakers and VIP’s invited by the congress
- Update and manage lists of speakers and VIP’s
- Elaborate new or adapt existing invitation templates
- Prepare all files necessary for the scientific programme preparation
- Prepare all necessary logistics for the onsite handling of speakers and VIP’s
- Assist the Sponsorship and Exhibition Manager in their daily work of sales, invoicing, updating of lists and follow-up including reminders and relevant correspondence
- Establish a Sales project with all related printed matters (Sales Manual), contact researching and selling under the supervision of the Project Manager and Congress Manager
- Respect sales targets
- Prepare all technical information required for the onsite logistics

**Finance**
- Collaborate and support work on project budgets from conception through to reconciliation

**Admin, IT & Tools**
- Manage check-lists and procedures as part of a constant evolution to thrive excellence
- Setup of the abstract submission system for a congress following the specific requirements and visual design of the event under the supervision of the Abstract Handling Coordinator
- 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 managing the scientific congress committee meeting
- Handling of confirmation / refusal letters with the help of the Project Assistant
- 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 system together with the Abstract Handling Coordinator
- Updating the checklists as part of the constant evolution of the system

**JOB REQUIREMENTS**
- Education: Great ease in IT environment, Project Management and Client Management
- Advanced knowledge and use of IT tools, mainly Microsoft tools
- Necessity to learn and find solutions, to plan and organise, to make quick and sensible judgements, to actively and effectively communicate, to be customer minded and result minded
- Languages:

- English: first language or perfectly fluent,
- French: ability to work in French,
- Other languages: would be an advantage
- Personality : flexible, calm, very organised, management of stress, manage overtime during certain peak periods, capable of managing several projects / clients at the same time
- Three years relevant event management experience
- Awareness of event risk assessment and health and safety implications
- Good destination knowledge of CH and overseas
- Proven track record in account/project management of events
- Experience in budget monitoring and management
- Proven track record of managing large scale projects in a service environment
- Experience of successful dialogue/interactions with challenging counterparts

MCI is where you can bring your true self to work and be proud of what you do. Join us and make a difference