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    • EHMA - European Health Management Association
    • Brussels, Belgium
    • Full-time

Events Manager

  • EHMA - European Health Management Association
Brussels, Belgium
Full-time
Published:
  • EHMA - European Health Management Association
Brussels, Belgium
Full-time
Published:

JOB DESCRIPTION:

  • Purpose: To manage a comprehensive events service for EHMA, leading the organisation and production of the Annual Conference as well as other events, executive workshops, seminars and training activities related to European-funded projects, health practices, and policy;

  • Support: This post reports to the Chief Operating Officer. Works closely with the Senior Management and the Management Team;

  • People management: Manages the Events Administrator.  Liaises with contractors and Consortium Partners;

  • Salary: The basis salary is €3,200 and up to €3,800 gross per month, depending on experience. A benefits package is also provided, including meal vouchers of 8€ per day, up to 50€/month for phone reimbursement, public transport reimbursement of 50€/month, a complementary pension plan, and 5 days of paid extra-legal holidays over the Christmas period;

  • Terms: Full time, open-end contract based in Brussels and subject to Belgian law. Formal performance review conducted after six months;

  • Benefits: We want our staff to thrive, so we provide a comprehensive induction, regular support and supervision, clear goals and milestones, and a tailored development plan to make sure you have the support, skills and knowledge to succeed. We also provide flexible working hours and teleworking arrangements.


KEY RESPONSIBILITIES:

  • Lead the production of a successful Annual Conference, by working in collaboration with the Senior Management Team, the Conference Advisory Committee, Abstract reviewers, co-hosts, abstract submitters, and staff;

  • Manage a suite of educational initiatives including seminars, online events, workshops, and events organised in connection with EHMA working groups, project, partners, and private sponsors;

  • Be an active and engaged member of the management team, ensuring that all EHMA staff receive excellent leadership and support, and that our workplans are appropriately planned and resourced;

  • Manage outstanding stakeholder relationships, which includes the identifying, mapping and direct engagement with a broad range of people, organisations, agencies, and companies, and ensure outstanding customer service is provided to all our stakeholders;

  • Facilitate high-level engagement and attendance at EHMA events and initiatives working in collaboration with colleagues to develop marketing campaigns;

  • Manage the logistics, communications and marketing of our events, including collaboration with colleagues to identify markets and audiences;

  • Develop and produce regular reports on metrics, progress, and outcomes of our events and activities, including: registration progress, summaries, and action logs.


PERSON DESCRIPTION:

Essential minimum criteria

To perform this job successfully the employee in this position must be able to demonstrate at least functional proficiency in all of the core competencies.

General competencies for all staff

  • Uphold EHMA’s statutes, vision and values;

  • Adhere to EHMA’s policies and procedures;

  • Fluency in English, spoken and written;

  • Provision of outstanding customer service to our members, colleagues, board, and stakeholders;

  • Have a can-do attitude and be solution focussed;

  • Manage and prioritise your workload and ensure deadlines are met;

  • Ability to be flexible with priorities and manage time and multiple tasks;

  • Strong writing and communication skills;

  • Maintain positive and constructive working relationships with all members of the staff team;

  • Undertake relevant professional development activities and training as agreed with your line manager;

  • Maintain confidentiality with sensitive or privileged information, including day-to-day observance of data protection guidelines;

  • Adhere to all internal and external policies and procedures and contribute to their ongoing development;

  • Have regard for personal health and safety and for that of those around you;

  • Ability to travel, predominantly across Europe and sometimes other regions, including one day meetings, overnight and multi-days;

  • Sound knowledge of Microsoft Office and SharePoint.


Events competencies

  • Outstanding event management abilities;

  • Excellent literacy of online meeting platforms including Zoom, Teams, WebEx;

  • Able to provide guidance on techniques for maximum participants engagement;

  • Highly skilled in sourcing venues and suppliers;

  • Developed negotiation skills;

  • Highly skilled with event staging, delegate management, and follow-up and postevent analysis;

  • Outstanding communicator keeping collaborators up to date on event activities including progress with speakers and delegates, updates on sales, logistics, and on the day requirements;

  • Familiarity with European venues and systems for suppliers contracting;

  • Skilled in developing and delivering pre and post event metrics.


Communications competencies

  • Excellent skills in communication, both oral and written;

  • Ability to use visual design tools and editing tools and applications (e.g. Canva, InDesign) to create attractive and engaging marketing and promotional materials;

  • Uses of social media and newsletters for maximum reach of audiences for promotional purposes.


Administration competencies

  • Patient, approachable and solution focused;

  • Outstanding telephone manner and customer service skills;

  • Have a critical eye in terms of quality, accuracy and meticulous attention to detail;

  • Excellent IT skills – particularly with Microsoft Office and SharePoint;

  • Ensure processes and systems are in place to maintain the integrity, completeness and accuracy of information used within your areas of work.


Financial competencies

  • Develop, manage and work within project budgets;

  • Skilled in fundraising and proposal writing;

  • Able to provide reports on actual financial conditions;

  • Source and recommend suppliers for events activities in line with budget and commissioning contracts.


Leadership

  • Incorporate ethical standards and EHMA’s values as the basis of all interactions with stakeholders;

  • Inspire and foster engagement with colleagues across the organisation;

  • Use individual, team and organisational learning opportunities for personal and professional development;

  • Committed to measuring, reporting and continuous improvement of organisational performance.


Partnership Dimensions

  • Work with stakeholders, businesses, industry and subject matter experts;

  • Work with European partners as well as agencies internationally.


Cultural Competency

  • Rcognise the role of gender, cultural, social, and behavioural factors in the accessibility, availability, acceptability and delivery of all EHMA initiatives.


KNOWLEDGE:

  • Basic principles of health management;

  • Basic principles of EU parliament structures, policies and decision-making processes.


DESIRABLE CRITERIA:

  • Excellent knowledge of healthcare management;

  • Good working knowledge in French or other European languages.


JOB PACKAGE AND ELIGIBILITY:

This position is offered according to Belgian national legislation. It is an offer for a full-time position of 38 hours per week with an open-end contract.

For this position, the monthly gross salary ranges between €3,200 and €3,800 depending on experience and qualifications, and will also include benefits such as meal vouchers, financial support towards the use of public transport to work, and complementary pension insurance. The post will combine in-office and remote work, as well as occasional travel. The successful candidate will be supplied with necessary materials to work remotely, as required (e.g., laptop).

All applicants must be qualified, eligible and able to work in Belgium, and are required to be based in Belgium. We are unfortunately not able to provide financial assistance for relocation.

DIVERSITY AND INCLUSION:

We are committed to building an inclusive working environment and we want all our staff to thrive. We value the diversity that every staff member brings to EHMA. We offer a flexible working environment, and reasonable accommodations will be made for people who identify as living with a disability.

We are also committed to reduce to the very minimum (unconscious) bias and make the recruitment process as objective as possible. We assess applications and interviews through a point-based system and candidates are asked the same interview questions. We also offer personal feedback to all applicants who request it.

APPLICATIONS:

Applications are received only through our website at: EHMA Events Manager vacancy. At the end of that page, you will find the APPLY NOW button.

To apply, please have ready the following documents in one single attachment, with its filename: LASTNAME_FIRSTNAME_EventsManager

  • Your CV (maximum 3 pages);

  • A motivation letter (maximum 2 pages). In your motivation letter please explain why you are applying for this position and how your experience responds to the profile requirements. Please also detail your salary and benefits expectation and the reasons for your request.


No other attachments are required and we ask you not to include any additional information at this stage.

Please note that applications that do not follow the above instructions will be disregarded.

We will assess applications and conduct interviews on a rolling basis; therefore we encourage applicants to apply as soon as possible. We expect the successful candidate to start as soon as possible.

For further information please email the Interim Executive Director, Ms Federica Margheri at federica.margheri@ehma.org
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