Event & Membership Executive

Event & Membership ExecutiveGlasgow or Edinburgh | Hybrid working | £25,500–£29,000Build Your Career in International EventsIn Conference Ltd is looking for an enthusiastic Event & Membership Executive to join our friendly team and help deliver national and international conferences across the medical, academic and life sciences sectors.This is an opportunity for a recent graduate or someone looking to move into the events industry. Previous events experience is helpful but not essential.Who we areIn Conference is a leading Professional Conference Organiser (PCO) and for over 36 years we have managed and delivered large scale conferences and exhibitions throughout the UK, Europe, North American and Asia. We also provide an Association Management service to several clients from around the world providing strategic and governance support as well as managing membership sign-ups and renewals.Many of our clients have been with us for decades reflecting the trust, transparency, and operational excellence that underpin everything that we do. This extends to the venues, caterers and specialist suppliers who we work alongside to deliver successful conferences.By joining In Conference, you will be part of a hard-working team that always strives to go the extra mile for the benefit of the client. Working alongside experienced colleagues, you will learn from their shared knowledge and be expected to take ownership of your responsibilities and contribute directly to the success of the events we deliver. What you'll be doingYou'll gain hands-on experience across the full event and membership journey, including:Conference Administration and PlanningProvide day-to-day administrative support to the Senior Conference Managers and the wider project teams and be the first point of contact for anyone calling or emailing the company.Delegate Registration· Setting up delegate registration portals on our conference management software system (EventsAir). Training will be given.· Managing delegate registrations, amendments, cancellations enquiries and payments across multiple events.· Maintain accurate delegate and membership databases in accordance with company procedures and data protection requirements.· Issue registration confirmations, receipts, joining instructions, and Certificates of Attendance.· Monitoring payments and outstanding registration income and taking action as instructed.· Responsibility for the preparation of delegate lists, badges and attendance records.· Helping deliver virtual and hybrid conferences.Abstract Submission · Setting up abstract submission and review portals on EventsAir and assisting authors with their submission.· Liaison with the Scientific Programme Committees across our projects and providing accurate reports to assist with the programme planning.· Ensuring that all authors have registered to attend the conference.Association Membership Supporting membership administration for professional Associations and Societies, by enrolling new members, processing payments for renewals and ensuring accurate financial records.Financial Reporting and General Administration· Maintain accurate records of income/refunds and appropriate handling of VAT.· Supporting the reconciliation of income to the Finance Team using Excel for them to prepare reports and reconcile event finances for the client. · Undertake general office administration and other reasonable duties appropriate to the role.On-Site Arrangements· Prepare for and attending conferences across the UK and occasionally overseas. This could mean you would be away from home for several days at a time.· Managing on-site registration and welcoming delegates.· Assisting delegates who require assistance or have queries.· Attending evening receptions, dinners and other social events.· Work flexibly as part of the team that is always first to arrive and the last to leave. This entails early starts and late finishes.Data Protection, Quality and Compliance· Follow In Conference policies and procedures, including data protection, confidentiality, health and safety, equality diversity and inclusion.· Maintain accurate records and follow retention procedures.· Raise concerns, errors or potential risks promptly with the appropriate manager.Skills and ExperienceWe are looking for someone who is:· Highly organised and able to manage multiple tasks, meet deadlines and prioritise workload effectively. · Numerate and detail-focused, with strong Excel, Word, and Outlook skills. Knowledge of Canva would be beneficial.· A reliable, flexible and proactive approach to work.· A confident and professional communicator.· Friendly, approachable and committed to excellent customer service.· Comfortable working independently while being a strong team player.· Proactive, adaptable and keen to learn.· Excited by the opportunity to travel and work at live events.Experience with EventsAir, event organisation, administration, finance or membership management would be advantageous, but not essential. We are much more interested in your attitude, potential, and willingness to learn.Why Join Us?You will join an established company with 36+ years' experience and long-standing relationships with some of the UK's leading professional Associations and Societies.· £25,500–£29,000 salary, depending on experience with annual reviews.· Hybrid working — up to 2 days from home. The position can be based in either our Edinburgh or Glasgow offices.· Time off in lieu of weekend working or for being on-site for extended periods.· Contributory company pension.· Additional week's annual leave after 5 years.· The opportunity to travel across the UK and internationally.Genuine opportunities to progress your career in Event Management.Most importantly, you will get the chance to learn by doing — working on exciting conferences, meeting people from around the world and developing a broad range of skills that can take you wherever you want to go in the events industry.Ready To Get Started?Please send your CV and a covering letter explaining why you would like the opportunity to join In Conference and why you think you would be a great fit for the role.Applications to: Margaret Sherry, Managing Director Margaret.sherry@in-conference.org.ukApplicants must have the right to work in the UK.