Events Assistant

Organisation Overview

The International Federation of Essential Oils and Aroma Trades (IFEAT) represents the interests of companies involved in the production, processing, trading and manufacturing of the many thousands of ingredients used in flavours, fragrances and aromatherapy. IFEAT’s current membership is almost 750 companies from 65 countries and its principal aim is to advance and protect the members’ interests including international collaboration between Members and other national and international organisations, funding research and education programmes, the encouragement of good practices, the dissemination of information and the provision of forums for discussion.

IFEAT currently organises three events per year; the Annual Conference, a main Study Tour and a Focus Study Tour, and offers educational programmes via the International Centre for Aroma Trades Studies (ICATS).

Organisation ChartJob Summary

• Supporting the Events Manager across all event activities
• Compile all relevant event related info for comparisons/ competitiveness
• Communicating with delegates, participants, sponsors, EC members 
• Assist Members, non-Members and delegates before, during, and after events
• Creation, maintenance and completion of spreadsheets
• Record complimentary registrations, sponsorship, advertising, exhibition and meeting room bookings
• Compile delegate lists for events
• Record any event statistics and onsite delegate data
• Future Destinations research and compilation
• Assist Events Manager with accommodation bookings
• Assist Events Manager with budgets for events 
• Assisting Events Manager with necessary requirements to open registration in due time 
• Assist with compiling agendas and drafting minutes for events Committee meetings.
• Undertake other administration tasks as directed by the Events Manager
• Set up and attend regular conference calls
• Attend ad-hoc meetings (both online and in-person as required)
• Assist on ad-hoc projects as directed the Events Manager and Chief Administrative Officer
• Manage all supporting administration and supporting documents
• Be part of a Cross-Functional Team to deliver the best experience for our participants across all Events

Key Responsibilities

• Annual Conference - runs from Sunday to Thursday usually in September, October or November and takes place in a different international location each year attracting 1,200 plus delegates. It is open to Members and non-Members and incorporates a Welcome Reception, speaker programme, exhibition, Members’ dinner and a Closing Banquet.
• Study Tour - for a maximum of 50 participants and for seven to 10 days, in a different location each year. It is open to Members only.
• Focus Study Tour - for a maximum of 50 participants and runs for 2 days over an extended weekend across various locations in a year

Personal Requirements

• Ability to work from home office - the role is remotely based
• Sociable person, team player
• Reliable and trustworthy person
• Ability to prioritise workload/tasks, adhere to set timelines and meet deadlines
• Ability and initiative to work alone and also in a team
• Fluent English language with excellent writing skills, other languages an advantage
• Ability to travel internationally and alone if need be - for Committee meetings, the annual Conference and potentially for site visits and to attend ad-hoc meetings
• IT literate - including Excel, Adobe, website applications, Google Apps, Mailchimp, WooCommerce, WordPress, online event platforms, Xero
• Flexible in additional working hours in busy times
• Ready and able to substitute for any other member of staff during absence, holiday or illness should this be required

Preferred Skills

• At least 7 years’ experience in events
• Worked in the travel, tourism or hospitality industry
• Track record of successful events organisation
• Advanced experience in administration
• Strong attention to detail and accuracy
• Excellent organisational and time management skills
• Strong communication skills, both written and verbal
• Problem solving skills
• Experience in website content management/CRM
• Strong customer service skills for email and telephone communication