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EFIC is hiring an Association Management and Events Trainee

 Background

The European Pain Federation is a non-profit medical society, focusing on the subject of pain medicine. The Federation is composed of 37 chapters across Europe, with an Executive Office based in Brussels, Belgium. The Federation aims to improve pain medicine through activities in the fields of education, research and advocacy. Projects include a biennial scientific congress, schools and examinations for medical professionals, a scientific journal, research projects and awareness raising activities.

The Executive Office coordinates or implements most of these project, and collectively the team carry out the management of the association, in terms of:

  • Governance e.g. Executive Board and Council meeting organisation
  • Volunteer management
  • Organising events and coordinating with external event organisers
  • Communications
  • Administrative management:
    • IT
    • Legal
    • Financial

The traineeship

The Federation is offering a 6-month paid traineeship, taking into account most aspects of association management, but with a strong focus on events and communications.

The traineeship will be based in Brussels, at the Federation’s Executive Office, which will be based in Ixelles from September 2018. The trainee will be provided with a 6-month learning opportunity, working with the Federation’s team to develop experience and skills in association management.

The traineeship would be ideal for anyone who wishes to work in any of the following fields:

  • Events and association management roles
  • Non-profit and charitable sector
  • Medical societies
  • EU affairs

Traineeship specification

 Events

  • Assistance in the organisation of the Federation’s biennial scientific congress:
    • Assisting in the management of the budget and operations timeline
    • Liaising with suppliers
    • Assisting in the coordination of the work of the external Professional Congress Organiser (PCO)
  • Assistance in the organisation of events in Brussels organised by the Federation
    • On-site support
    • Coordination of logstics
  • Assistance in administrative planning and materials development related to events

 Communications

  • Assistance in the Federation’s communications activities;
    • Drafting articles and press releases
    • Social media account use
    • Developing online and offline promotional materials
    • Update of website (WordPress)
    • Digital marketing and search engine optimisation
  • Monitoring;
    • Monitoring developments in the health policy sector relevant to pain
    • Attendance of and reporting on selected EU health policy events in Brussels
    • Monitoring developments in the pain medicine industry sector

Association management and administration

  • Assistance with the organisation of Executive Board and Council meetings
  • Assistance in communication across the Federations chapters and community building activities
  • Development of databases and other information tools and templates on:
    • The Federation’s chapters
    • Industry
    • Partner associations
  • Development of a database of vendors for various activities of the federation (e.g. graphic designers, venues, hotels)
  • Support in adaptations to new IT tools and systems
  • Assistance with logistics, materials, gifts, stationery etc
  • General support to the Executive Secretary

Trainee profile

Essential

  • Is interested in or has studied one of the following fields; communication, marketing, journalism, events management
  • Excellent written and spoken English
  • Familiarity with communications and social media tools and activities
  • Flexibility, willingness to learn and adapt
  • Ability to work independently and within a team
  • Analytical and critical thinker
  • Legal right to work in the European Union

Desirable

  • Familiarity with WordPress
  • Understanding of digital marketing
  • Working knowledge of Microsoft Office 365, OneDrive and SharePoint
  • Working knowledge of other European languages
  • Good knowledge of IT systems generally
  • Interest in health, health communication, public health related matters and NGOs advocating for health
  • Interest in analysis and research

Desired learning outcomes

The following are to be discussed and agreed at the start of the traineeship, with evaluation taking place at the half-way (3 month) mark and at the end of the traineeship

  • Gaining familiarity with and understanding of a working budget and operations timeline for a biennial meeting of over 3,000 attendees and a budget of over 1 million euros.
  • Establishing a working knowledge of tendering and negotiation processes with key suppliers.
  • Gaining experience in establishing basic events management processes such as defining timelines and checklists.
  • Understanding and defining a communications plan and coordinating an organisation’s communication channels
  • Understanding and defining an organisation’s style guide and learning to write in the format and style appropriate to an organisation
  • Gaining experience in writing brief intelligence reports to inform other team members on developments
  • Gaining experience in compiling professional quality contacts databases with high value information and recommendations
  • Gaining knowledge in association and volunteer management

Deadline: please send your CV and cover letter to vittoria.carraro@efic.org by 31 August 2018