Administration and Events Coordinator (Based in Germany)

Company description:

EUMETSAT is Europe’s meteorological satellite agency, operating satellites that monitor the weather and climate from space - 24 hours a day, 365 days a year.

EUMETSAT is an international organisation employing staff from across all 30 member states and this role is being advertised on multiple international job boards, but please note that this role would be based in Darmstadt, Germany and would require international applicants to relocate if successful.

It is an exciting time to be working at EUMETSAT. As an organisation, we are operating a fleet of 11 satellites delivering weather and climate-related satellite data and images to our users worldwide; helping protect lives, property and industries. However, you do not need to be an engineer or a scientist to make a positive contribution. Our specialist administrative and support functions play an equally important role in the success of the EUMESAT programmes and are valued members of the EUMETSAT family.

Within the Strategy, Communication and International Relations Division (SCIR), the Administrative and Event Assistant will be responsible for providing administrative support to the SCIR division at large, as well as for supporting the organisation of a wide range of events organised by EUMETSATalone and in partnership or on behalf of the EU Copernicus programme. Support for coordination of EUMETSAT’s contributions to exhibitions is also part of the job functions.

Job description:

Duties
* Provide administrative support to the SCIR Division, including managing appointments, coordinating meetings, arranging travel for team members, planning missions, composing correspondence, and handling post;
* Organise on-site or off-site meetings and workshops involving externals parties as well as high-level visits to the EUMETSAT headquarters;
* Organise in-person, online and hybrid events and conferences, involving liaison with key stakeholders for planning, budgeting and administrative requirements;
o Creation and maintenance of event websites with the support of IT and graphic design experts, in order to support event communication, registration and abstract submission;
o Coordinate day-to-day administration and logistics of events, including: registration monitoring, organising travels for sponsored participants, researching and selecting suppliers, booking venues and other services, planning and organising of networking events;
o Interaction with participants, speakers, including preparation of invitations, announcements, information packages, conference guidelines, etc.;
o Compile meeting analytics, post-events evaluations and lessons’ learnt reports.
* Coordinate EUMETSAT’s contribution to exhibition: o Support to the procurement of exhibition material, stands and displays, in alignment with overall event objectives and themes and support management of inventory and liaise with suppliers regarding storage, maintenance and shipping; o Manage budgets related to the procurement, maintenance, and storage of exhibition materials.
o Coordination logistics of transportation, setup and dismantling of exhibition materials at event venues.

Required profile:

Skills and experience


•Proven administrative experience in a multi-lingual and      international environment;

* Proven experience with support to conference and event organisation, preferably in a scientific, technical and/or international environment;
* Proven experience of online meeting platforms and conference management tools, and any other IT and media tools supporting conference organisation;
* Advanced knowledge of PowerPoint, Acrobat and Excel.
* Strong writing skills to develop letters, conference material: announcements, website content, meeting guidelines;
* Attention to details, documentation and accuracy, and ability to perform multiple parallel tasks without losing calm.
* Ability to work in a team, but also autonomously against set targets.
* Excellent interpersonal and diplomatic skills as required to interact with a range of interfaces, from senior management and partner institutions, to employees and suppliers.

Qualifications

* Full secondary education and professional certification in the field of event management or coordination

Languages
* The official languages of EUMETSAT are English and French. Candidates must be able to work effectively in English and have good knowledge of French.
* Given the locations of EUMETSAT conferences and sponsored events, the ability to work effectively in German would be a strong advantage.

What we offer:

Employment conditions

* Excellent salary, of up to Euro 5,000/month NET (after income tax) based on skills and experience
* Flexible working time including additional flexi-leave
* Full medical coverage for employee and family
* Attractive pension
* 30 days annual leave + 14.5 days public holidays
* Training and development support
* Relocation allowance (if applicable)