Association sans but lucratif representants les interts du secteur du transport public dans le monde. Functieomschrijving RESPONSIBILITIES Speakers Management Manages the speakers management module in the event management tool: creating calls for abstracts, categorising applicants based, creating review pages, exporting reports, creating speakers platform, managing technical issues and all other back office issues Prepares and collects material, manages Call for Abstracts process: drafts and launches call, set up of modules in event management software, management of questions from applicants, drafting and sending of response communications to applicants Drafts and sends communications to Programme Committee, logistical organisation of committee meetings, minute taking Manages, organises the selected speakers in the event management tool, publishes confirmed speakers on website, liaises with Marketing team to provide programme information for promotional brochure, checks and reminds speaker to register for event, liaises with session managers Liaises, communicates regularly with speakers and ensures follow up of all questions, necessary documents such as speakers guidelines, terms and conditions, practical information to be drafted and sent to speakers to ensure all necessary documentation is received. Proofreading, editing and minor translations where necessary. Sends relevant documentation to interpreters Ensures Speakers Management Team is briefed for role on the spot Coordinates speakers gifts (selection, ordering etc) Coordinates materiel delivery to speakers room (via pallet) On spot, the person will need to coordinate the set up of speakers room, to check all Ts of the day have been received, follow up on missing ones, check all speakers have arrived at event venue, follow up on missing ones Provides administrative support and assistance to speakers Updates website and other channels with programme changes Informs interpreters of changes Liaises with Communication team for upload of Ts to e library After the event, the person should draft and send (or liaises with session managers to send) thank you emails and will contribute to post event report and analysis Support to annual summit & event project management unit Organises Internal meetings: room booking, room preparation, catering, smooth running of sessions, video checks, sound checks, agenda preparation and sending, minutes, follow up; Organises hotel bookings and travel arrangements for the team when required Support the team with Any other logistical or administrative task that could be requested Profiel PROFILE Experience in a similar position is a key asset (3 years) Excellent communication skills excellent level of English and French, other languages are an asset Excellent planning and organisational skills Ability to manage time and priorities, stress resistant Sense of initiative, problem solving and proactivity mindset Ability to work in a team and liaise with mul