1. Project Administrator –Global Surgery
Job Purpose:To effectivelydeliverhigh-qualityeventmanagementadministrativesupportincluding
accuratelydeliveringall delegateanddatabase managementprocesses.
Job Context:Reportingto AccountManager
Direct Reports: None
Key Responsibilities:
1. Delegate Management
 Supportthe invitation&attendee managementprocessincludingmeetingregistration,air
travel,housing&groundtransportation,asrequired
 Manage delegate requestsandcommunicate programmeandlogistical information
 Assistwith attendee communicationsandassociatedtimelines
 Monitoringclientinbox
 Use clientdrivensystemse.g.Phoenix,where applicable
 Use Ashfielddrivensystemse.g. AgoraLive where applicable
 Ensure all businesscritical deadlinesfordelegate managementandcommunicationare metfor
each programme
 Assistwithdocumentuploadtoclientcompliance site
2. Course Materials
 Produce andarrange despatchof delegate materialsandotherinformation
 Ensure all businesscritical deadlinesare metforeachprogramme
 Deliverfirstclasscustomerserviceinline withclients’objectives
3. ClientLiaisonand Development
 Manage clientcommunicationsandassociatedtimelines
 Manage clientrequestsandcommunicate programmeandlogistical information
 Fosterthe developmentof the clientaccountbymanagingdelegaterelationshipsthrough
exceptionaloperational delivery
4. Financial Management
 Collationandfilingof supplierinvoices
 Inputtingfinancial datatoclientcreditcardreconciliationsystemonamonthlybasis
 Followupsupplierinvoices includingfacultytraining orders
 Processingandtrackingdelegate expenses
5. Post Course Administration
 EvaluationAnalysis - Collate completedformsposteventacrossprogramme anddocument
findingsforreporting
 Update clientreportingtrackerwithevaluationmetricsandattendeenumbers
 SignIn Sheetuploadtoclient systems

2. 6. Reporting
 Work withProjectManagers to ensure Course Roadmapsinformationisaccurate andupdated
on a regularbasis
7. General
 Supportwiderprogramme asrequiredduringpeakperiods onadhoc basis
 Stationerymonitoringandordering
 Attendance &contributionatteammeetings
 Effective interactionwithotherdepartments - e.g.IT,Finance,HR,Travel
 Coverfor companyreceptionasrequired –ad hoc basis
 Responsibilityformaintainingparkingschedule
 Accurate written& verbal communications
 Displayanunderstandingof compliance,includingABPIandPharmaGuidelines
 Complywithall companyandClientpoliciesandprocedures,includingthose relatingtoHealth
& Safety
 Complywithall Client&companyprivacy& securityprotocols
 Achieve all Clientand/orcompanydrivenService Level Agreements(SLAs) forall events
 Maintaingoodlong-termrelationshipswithsuppliers,toensure the bestvalueformoneyfor
clients
 Developandapplyagood knowledgeof the company’srange of services
 Developandapplyagood understandingof clients’businessesandproducts
 Assistnewstartersinthe role of ‘Buddy’whenrequired
 Understandandapplythe company’sVisionandValuesatall times
Qualificationand Experience Requirements:
 Eventmanagementexperience withinanagencyenvironmentisbeneficial
 Workingwithinahealthcare clientbase wouldbe anadvantage
 Experience inadministrationprocesses
 To displayexcellentwrittenandverbal communicationskills,particularlyareas relatingto
spelling,grammarandpunctuation
 To showabilitytoworkwithintightdeadlinesandschedules
 To displayanalignmentwithcompanyvaluesincludingpassion,integrity,honestyandrespect
 To assistwithotherteamsas and whenrequireddependentonworkload
 Computerliteracy
 Excellenttime management
 Accurate writtenandspokencommunicationskills
 Abilitytoprioritiseownworkload
 Excellentnumeracyanddatabase managementskills
 Computerliteracy,onall relevantinternal andexternal systems
Location: The jobholderisrequiredtobe locatedat AshfieldMeetings&EventsHeadquarters,Ashbyde
la Zouch.