Events Manager

Are you passionate about delivering impactful events and thrive in a fast-paced, collaborative environment? We are seeking a proactive and detail-oriented Event Manager to join our dynamic team in Brussels. With 2-3 years of experience in event planning and coordination, the ideal candidate will have a deep understanding of member-based associations and the Brussels professional landscape. In this pivotal role, you will oversee events from concept to execution, ensuring seamless delivery while driving engagement and leaving a lasting impact.

Key Responsibilities:

1. Event Planning & Coordination:

• Develop comprehensive event plans, including objectives, schedules, and budgets.
• Coordinate with colleagues to understand the requirements and tailor event solutions accordingly, including virtual ones.
• Develop agendas and timelines to ensure the timely execution of all event-related tasks.

2. Venue Selection & Management:

• Research, evaluate, and secure appropriate venues in Brussels and abroad.
• Assess logistics, accessibility, and suitability.
• Negotiate contracts and terms with venue providers.

3. Speaker & Guest Coordination:

• Identify and liaise with speakers, panelists, and special guests.
• Manage travel arrangements, accommodation, and schedules.
• Provide detailed itineraries and ensure proper briefing.

4. Travel & Logistics Management:

• Organize transportation and book flights for attendees, speakers, and staff.
• Arrange accommodations and ensure seamless travel experiences.
• Oversee logistics, including equipment, materials, and on-site requirements.

5. Agenda Development:

• Design detailed event agendas, including session timings, breaks, and keynote schedules.
• Coordinate with stakeholders to ensure smooth execution of the agenda.

6. Budget Oversight and administrative tasks:

• Manage event budgets, tracking expenses and ensuring cost-effectiveness.
• Negotiate with vendors and suppliers to optimise spending.

7. On-Site Management:

• Supervise the setup, execution, and breakdown of events.
• Troubleshoot issues in real-time to ensure a seamless experience.
• Manage event staff, providing clear roles and responsibilities.

9. Post-Event Activities:

• Collect feedback from attendees, speakers, and staff.
• Incorporate lessons learned into future event planning.
• Collaboration in the drafting of events reports.

Qualifications:

• Academic degree in Event Management, Hospitality, Communications, or a relevant related field.
• 2-3 years of proven experience in event planning and management.
• Excellent organisational, multitasking, and time-management skills.
• Proficient in event management software and tools (e.g., Eventbrite, Excel).
• Proficient in online event platforms (e.g., Zoom, Webex, Teams).
• Exceptional communication and negotiation abilities.
• Flexibility to work irregular hours and to travel when needed (minimum three per year within Europe).

Benefits and work conditions:

• Full-time contract (36 hours/week) for a first period of 6 months with a possible 18 month extension.
• A benefits package (lunch vouchers, health and pension plan).
• A dynamic and collaborative work environment.
• Opportunities for professional growth and development.
• A chance to work on diverse and impactful events.

Starting:

April 1, 2025, or other arrangement upon agreement.

If you are interested in this position, please apply via email, including a cover letter and a CV in English, to: administrator@elpa.eu (Subject line: “Application for the position of Events Manager + your full name)” The deadline for applications is March 21, 2025.

Background:

ELPA emerged from a desire amongst European liver patient groups to share their experiences on the often very different approaches adopted in different countries. Today, after 20 years, ELPA proudly represents 39 members from 29 countries in Europe and beyond.

ELPA’s vision is that all liver patients are diagnosed in time, treated with respect, and have equal access to the best standard of medical care—regardless of origin, lifestyle, and type of liver disease.

ELPA’s efforts are focused on 3 main pillars.

The first one is the domain related to MEMBER EMPOWERMENT

ELPA was established by patients, is governed by patients, and represents patients. Liver patients and their family members are committed to making a difference in prevention, treatment, and care for other patients. ELPA has solid and successful experience in organising Educational training and capacity-building training.

The second one is the ELPA POLICY AND ADVOCACY activity

As one voice, ELPA promotes developing and implementing policies, strategies, and healthcare services that empower patients to be involved in decision-making. Besides, ELPA strives to enhance patients’ capability to play an active role in all aspects of their treatment and care and ensure that ELPA’s participation increases at every health-related issue. ELPA collaborates with European and international organisations such as WHO, ESMO, EMA, ECDC, and EASL and cooperates with many European and international patient organisations.

The third one is the PARTICIPATION IN SCIENTIFIC PROJECTS

Despite the relatively new concept of patient associations participating in scientific projects, ELPA’s participation enriches the research field with patients’ organisations’ unique views. Also, ELPA, with its only way of communicating and disseminating scientific results, acts like a translator, making complex content accessible to a broader public. ELPA is currently part of 20 scientific projects. 

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