Reports to: China Events Manager

Accountable to: China Country Head

Hours: 40 hours per week, exclusive of meal breaks

Location: Beijing, China

Term: 3 year

Job Summary

To assist the Events manager in developing IET ‘s events portfolio, managing event programme as well as securing new partnership opportunities with other event organisers within one or more sectors which not only contribute to the sharing of Science, Engineering and Technology knowledge amongst members and the wider engineering community but which are also commercially viable. Carry out robust research in identifying new opportunities and revenue streams for the department and by building new relationships with other professional bodies.

Main Duties and Responsibilities (not necessarily in priority order)

Budgeting and Planning

· To assist the Events Manager in the preparation of the annual departmental plan, budget and prepare reports

· To assist the Events Manager to conceptualise, develop and deliver a
portfolio of market relevant events in accordance with the China plan and
deliver the events according to the schedule and tight deadlines

· To assist the Events manager and ensure that costs are managed within the budget and savings are maximized where possible

Event Production and Delivery

· To assist Events Manager to develop robust agreements for the delivery of business partnerships and communicate to the Events manager and Country Manager of any potential risk and possible impact to the IET

· To assist the event manager in identifying and inviting speakers for events and arrange their travel according to budget

· Manage the recruitment of conference technical committees and be responsible of completing the paper review process on time/targets met

· To liaise with organising/technical committees of engineers successful deliver call for papers (CFP) events, utilising their expertise and market intlligence each committe member. Liaising with them on a regular basis and ensure each step of the event delivery is actioned on time.

· Manage the setup and daily maintenance of the conference registration system and work with finance/admin for payment checking, issue invoice etc.

· To work to agreed event planning processes and templates, and meet key deadlines

· To assist the events manager and marketing manager in the preparation, implementation, progress and reporting of the marketing plan as produced by the Marketing Manager for each event. Drafting literature for event website and other promotional materials.

· To assist the event manager in the preparation, implementation, progress of any sponsorship opportunities/requirements for each event

· To assist the events manager in the delivery of all aspects of event organisation and logistics in China, including (where applicable) but not limited to:

· Venue sourcing

· Vendor Management

· Legal and contractual liaison

· Purchasing

· Speaker and Staff travel and costs

· Marketing

· Event catering

· Staff Coordination

· IP gathering, quality, and logistics.

Management of conference proceeding

· Provide accurate and timely solution to author queries.

· Responsible for the setup and daily maintenance of the conference paper submission system (Oxford Abstracts) and prepare documents for the publication of conference proceedings for both IET owned events and other 3rd party conferences.

· Check 3rd party event paper and follow-up on the indexing process, ensuring the paper quality meet IET standards

· Instruct and assist the 3rd party event organizers in the preparation of
conference proceeding, making sure the paper submitted are in the right format, language, and liaise with the UK production team on the smooth handover of the proceeding

· To liaise with the UK publishing colleagues on the progress of all China managed proceedings, report issues, chase progress and attend production meetings as required

General Duties

.· Be the centre of expertise and product knowledge within the region for all IET products, services, and events applicable to the market.

· Provide a positive and professional image of the role and the company both to customers and colleagues at all times.

· Ensure a strong adherence to IET brand and ensuring that all communications are written well and to a high standard of English and Chinese.

· Compile weekly and monthly reporting in accordance with management requirements

· Contribute to the IET internal and external marketing Channels and ensure IET events are promoted throughout all relevant channels.

· Support major IET activity in China where a large staff presence is required and be a proactive team member, ensuring attendance at team meetings and team gatherings.

· Contribute to the development of integrated business development strategies across the IET business units.

· To undertake duties and projects at the request of the line manager

· To be familiar with the Health and Safety and Fire policies for the organisation and to attend mandatory updates where required

This job description is intended as a general guide to the scope of the post and may change in line with the needs of the services or at the request of the line manager.

Person Specification

Essential Criteria:

· Previous Experience in the Events sector

· Educated to degree level

· Highly customer focussed and a fast learner

· Excellent verbal and written communication skills, with a good command of the English language

· Ability to organise and prioritise workload, and work autonomously

· Ability to develop strong relationships, internally and externally

· Flexibility to travel as needed.

Desirable

· An interest in engineering and technology

· Good project management skills

· Good budget management skills

· A working knowledge of STM publishing