Event Officer (Freelance) (Evaluations Ongoing)

We are looking for a

Events Officer (Freelance)

The Marie Curie Alumni Association (MCAA) is a global network of researchers who have benefited from or are benefitting from the Marie Sklodowska Curie Actions (MSCA). Our Annual Conference (AC) is a flagship event that brings together around 350-400 top scientists, researchers, and professionals from around the world to discuss advancements, share knowledge, and foster collaborations. We are seeking an experienced local Events Officer to oversee the planning, coordination, and execution of our next edition, AC2025, which will take place in Krakow, Poland, from March 21 to 22, 2025 with planned satellite events on the 19th and 20th March. We estimate 400 onsite attendees and 300 attendees accessing the AC online.

Job description:

The events officer will be responsible for  all activities related to the MCAA AC2025, including but not limited to:

  • Support and Coordination:
    • Support and coordinate with the local organising team, MCAA Secretariat, MCAA Conference Task Force, and MCAA Board
    • Manage and Support the local organising team
    • Report to MCAA Secretariat and MCAA Conference TaskForce
  • Providers & Suppliers Management:
    • Negotiate providers’ contracts and ensure favourable terms and conditions
    • Ensure all event materials and suppliers are prepared and delivered on time prior the start of the AC2025
    • Conduct site visits and manage relationships with the local suppliers
  • Event Logistics and Execution:
    • Coordinate all logistical aspects of the AC2025, including local transportation, accommodation, satellite events, and on-site management
    • Oversee the setup, execution, and closing of the AC2025
    • Troubleshoot any possible issues that could arise during the event and ensure smooth operations
  • Budget and Financial Management:
    • Monitor and manage the event budget, ensuring cost-effectiveness and adherence
  • Stakeholder and Customer Service:
    • Liaise with sponsors and other stakeholders to ensure their needs are met
    • Provide exceptional customer service and support to the AC2025 organisers and participants
  • Event Evaluation and Reporting:
    • Ensure the event is completed smoothly according to the requirements.
    • Evaluate the event performance and prepare a report within planned deadlines.

What we expect:

  • Proven experience as an Events Officer of scientific events or a similar role
  • Deep local knowledge of the city (Krakow, Poland) and Polish culture
  • Excellent communication and interpersonal skills
  • Proficiency in English and Polish is required
  • Proficiency in IT-related software
  • Proven ability to work under pressure to meet defined goals under tight timelines
  • Good teamwork abilities, particularly in a multicultural and multi-disciplinary context
  • Ability to handle sensitive and confidential information with discretion
  • The position is based in Krakow, Poland

 

Will be considered as advantages: 

  • A track record of successfully managing large-scale conferences or events

 

What we offer:

  • MCAA service contract as a freelancer until April 30, 2025
  • Compensation is based on the candidate's relevant experience, with a daily gross rate ranging from 140 Euro to 160 Euro 
  • The position is expected to be 12-18 hours/week during the months prior to the event; 30 hours/week during the weeks before the event; and full-time during the week of the event (17-23 March 2025)
  • Flexible working hours 
  • Being part of a growing international network

 

More information:

MCAA supports and contributes to the advancement of knowledge for a global, diverse, and informed society. MCAA enhances the flow of knowledge across different countries, sectors of the economy, and scientific disciplines. By encouraging networking, cooperation, and mutual understanding among MCAA members and external stakeholders, MCAA serves as a forum of debate between researchers and society. The key focus of MCAA is to promote career development, offer networking, and science policy.  Since its establishment in 2014, MCAA has contributed to shaping the future science policy in Europe, providing different career development opportunities and supporting the wider research community on topics affecting research and researchers' lives. Currently, MCAA counts over 22K members from 150+ countries. MCAA has 37 geographical chapters and 11 thematic working groups.

 

Links 

 

MCAA Conference 2024 Website

MCAA Conference 2023 Report

MCAA Sponsorship Page

 

How to apply? (For a person)

Applications via the automated LinkedIn Apply button will NOT be considered

Please take the test that is integrated with the LinkedIn Job Advertisement. If you meet all the requirements mentioned, you can apply using the process described below. Please do not contact the Advertiser. If you have any queries, write to the email mentioned below. Please follow these instructions to apply:

  • Combine your Motivation Letter and CV as a single PDF
  • Rename the combined PDF as follows: EventsOfficer_Applicant’s Name
  • Send your application to jobs@mariecuriealumni.eu with the subject line: Application for Events Officer <Applicant's Name>

Without a Motivation Letter and a CV, the application will not be considered.

Deadline for submissions: September 21, 2024, 23:59 CET (Applications may be evaluated on a rolling basis). Only the top-listed candidates will be contacted for interviews by September 30, 2024.

Starting Date: Early October 2024