Conference Administrator at Virtual HR

Key Responsibilities

• Formulating, organizing, and monitoring inter-connected activities from all committees including the activities of the Event Organizer while ensuring they are operating within their TOR and timelines.
• Developing a comprehensive conference plan that incorporates work plans from all committees together with the Event organizer.
• Developing and maintaining a comprehensive schedule of all committee meetings, setting up all meetings, taking minutes, and sending out accurately prepared minutes to the members. 
• Identifying, managing, tracking, and monitoring processes within the Secretariat and across all committees. 
• Developing and maintaining a stakeholder list as well as managing all communication with them.
• Coordinating all activities of the digital team, including website maintenance, content, social media, and other digital activities.
• Preparing weekly, monthly, and ad-hoc reports for the Secretariate chair and sharing all the relevant conference reports as required by all committees.
• Managing all printing and publications for the conference as well as travel & accommodation for the secretariat and planning committees, petty cash, and allowances.
• Developing systems to manage administrative functions, including a work procedure manual for the conference.
• Coordinating and supporting activities of outsourced accounting & Audit functions. 

Key Qualifications and Skills

• Bachelor’s degree/diploma from a recognized institution.
• Proven work experience in project management and conference management.
• Minimum of 5 years of administrative experience in a management/supervisor position with a medium-sized organization.
• Excellent computer and ability to multitask.
• Strong event organizing, logistics, and problem-solving skills