Conference Organiser

British Medical Association; United States; Hybrid; USD 36,000 - 44,000; Full time

Benefits offered by this job

30 days holiday entitlement plus bank

Double matching pension contributions

Volunteer leave

Maternity & paternity leave

Life assurance

Salary reviews & incremental increases

Onsite gym & subsidised café

EV & cycle to work scheme

EAP 24/7

Long service recognition

Professional subscription cover

BMA Law discounts

Flexible benefits & discounts

Learning & development opportunities

Season ticket loan

Additional annual leave buy-up

Job summary

The British Medical Association (BMA) is seeking a Conference Organiser to manage a diverse portfolio of face-to-face, hybrid and online events from planning through to delivery and post-event reconciliation. The role is hybrid, based at BMA House with travel to venues across the UK and remote work from home, with occasional early mornings and late finishes.

You will organise events, manage budgets up to £30K, negotiate with venues and suppliers, and work with communications teams to publicise

Qualifications

• Experience organising face-to-face, hybrid and online events.
• Strong planning and organisational skills with the ability to manage several events at different stages and deliver to deadlines and budgets.

Responsibilities

• Organise allocated events, including venue selection, audio-visual requirements, catering, speaker liaison, delegate registration and attendee communications.
• Prepare and manage event budgets of up to £30K, completing post-event reconciliations and working within approved procedures.
• Negotiate arrangements with venues and suppliers, with contracts subject to management approval.
• Work with communications colleagues to publicise events, prepare conference materials and keep event webpages up to date.
• Keep stakeholders informed throughout the planning process and resolve practical issues calmly during events.
• Support the Conference Assistant with registration processes, payments, event databases and delegate documentation.

Job description

Our Conference Unit delivers up to 60 events each year, from training courses and seminars to large, multi-faceted conferences. As a Conference Organiser, you'll take responsibility for a wide portfolio of face-to-face, hybrid and online events, including commercial and branch of practice conferences. Working with colleagues, members, speakers and suppliers, you'll coordinate arrangements from planning through to delivery and post-event financial reconciliation, providing excellent customer service throughout. This role is hybrid and will involve a mix of working from BMA House, event locations across the UK and from home. It will include some early morning starts and later evening finishes. As a Conference Organiser you will:

• Organise allocated events, including venue selection, audio-visual requirements, catering, speaker liaison, delegate registration and attendee communications.
• Preparing and managing event budgets of up to £30K completing post-event reconciliations and working within agreed approval procedures.
• Negotiate arrangements with venues and suppliers, with contracts subject to management approval.
• Work with communications colleagues to publicise events, prepare conference materials and keep event webpages up to date.
• Keep stakeholders informed throughout the planning process and resolving practical issues calmly during events.
• Support the Conference Assistant with registration processes, payments, event databases and delegate documentation. Experience of organising a variety of events, including face- to -face, hybrid and online events and commercial conferences
• Strong planning and organisational skills, with the ability to manage several events at different stages and deliver to deadlines and budgets
• Excellent communication skills
• Experienced in building effective relationships with a wide variety of stakeholders
• Good influencing and negotiation skills when working with planning groups, venues and suppliers
• A calm, practical approach to problem‑solving and the confidence to manage events independently when required
• Excellent IT skills, including experience using databases and maintaining web content
• A professional, customer‑focused approach and a commitment to working in line with the BMA's values The role profile outlines the current key responsibilities and expectations for the position. However, the British Medical Association (BMA) is presently engaged in an organisation design process, which aims to ensure that our structure, roles, and ways of working best support our strategic objectives and the needs of our members. As a result, the responsibilities and scope of this role may be subject to change as the association evolves. The BMA is committed to communicating any such changes transparently and supporting colleagues through any transitions that arise as part of this process.

Diversity & Inclusion Monitoring: Our ambition is to work together to promote a more inclusive environment, which attracts everybody with the right skills and experience and signals our commitment to celebrate and promote diversity. BMA is committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge as we recognise that diversity makes us stronger.

• 30 days holiday entitlement plus bank holidays and a BMA company day
• Double matching pension contributions up to 12% of salary
• Additional leave entitlement for volunteering, moving house or wedding leave (after completion of probationary period)
• Enhanced maternity and paternity leave
• Group Income protection & life assurance that is seven times your annual salary
• Annual salary reviews & incremental salary increases from year one to year three
• Onsite gym and subsidised café (at BMA House in London)
• Electric Vehicle and Cycle to work salary sacrifice scheme's (available after completion of probationary period)
• Access to a 24/7 Employee Assistance Programme (EAP) with free confidential counselling, a helpline and specialist support available
• Long service recognition every 5 years
• Professional subscription cover where membership of a professional institution is required for your role
• BMA Law - discounted rates for employees requiring legal services such as will writing/conveyancing
• Multiple flexible benefits and discounts through our employee benefits platform
• Lots of Learning and Development/training opportunities via our internal learning hub
• Season ticket loan (up to £10,000) (after completion of probationary period)
• Additional annual leave- buy up to 5 additional holiday days per year