Administration and Operations internship Barcelona

You will assist the manager in the following tasks

Budget and Financial Management

1. Responsibility for working with and managing the conference budget within specified guidelines
2. Assist bookings administrator with daily registrations / banking / internal sales reports
3. All event invoicing, accounting and reconciliation for venues and suppliers
4. Cost control and savings initiatives
5. Value-added initiatives to conference business model and program format

Venue Management

1. Laison with operation manager over the conference
2. Set up of the conference / help desk

Supplier Management

1. Supplier Selection
2. Supplier contract negotiation

Delegate Management

1. Creating delegate information kits
2. Delegate Information Management and distribution
3. Manage delegate enquiries
4. Delegate Joining Details
5. Dealing with Delegate cancellations

Sponsor Management

1. Sponsor Registration Checks
2. Sponsor Information Kits
3. Sponsor Information Management and distribution
4. Manage sponsor enquiries
5. Organising sponsorship floor plan and positioning at venue

Speaker Management

1. Maintaining speaker contacts file
2. Speaker Information Management and distribution
3. Manage speaker enquiries
4. Liaising with Producer on Speaker retention
5. Obtain presentations and biographies ( helping manager)
6. Put together presentation materials & on-site documentation

Database Management

1. Managing database entries, updates and integrating

Office Management

1. logistic and coordinating, stationary , towels etc
2. Teams KPIs/ holidays( reconciliation)

On-Site Coordination

1. On-Site Set-Up, Registration, Scheduling and Venue Management
2. Capturing and inputting on-site cost tracking data, delegate and sponsor attendance
3. Deleting and updating of office records and databases post event

Post Event Coordination

1. Thank you letters – delegates, solution providers, sponsors and speakers (coordinate with Conference Producer)
2. Conference Documentation
3. Bill Reconciliation and Post event data analysis (hotel)
4. Complete final Profit & Loss report
5. Passing on all sponsor and Delegate Referrals to Marketing Manager
6. Transferring On site changes back to the office database

Future Improvements and Miscellaneous

1. Future Development of conference Event Planning and Management
2. Developing hotel relationships
3. Multiple contract negotiations with suppliers and hotels

Our partner is a pioneer in the delivery of international business meetings and communications.

You are a student with an ability to communicate at all levels, a good team player, fluent in English oral and written, highly self-motivated, confident and self-assured with computer literacy. Master degree, 1st or 2 year.

Mandatory 1st experience in company.

First Skype interview with PIC Management and presentation of vacancies. Confirm the vacancy with your school (internship agreement) and activate your application.
Fee charged only once the internship is secured with the host company you previously chose. 385 euros for a 3 months internship, 15 euros/additional week
Send your CV to [email protected]