Conference Coordinator, International Electric Propulsion Conference

Location: South Kensington Campus - Hybrid

Job Summary 

Exciting opportunity to be part of a landmark event at Imperial College London!

The Chairs of the International Electric Propulsion Conference (IEPC) at Imperial College London welcome applications for the post of a Conference Coordinator for the upcoming 39^th edition of this highly respected and important community event.

About IEPC:

For over four decades, IEPC has been the premium gathering occasion for industrial and academic institutions in the field of Electric Propulsion for satellites. Guided by the Electric Rocket Propulsion Society (ERPS) in the US, this biennial conference has played a foundational role in shaping the advancements of crucial space propulsion technologies since the 1970s. These technologies have transformed space applications for the greater good of the society and are extending mankind’s access to the Moon, Mars and beyond.

Role Overview:

The Conference Coordinator will lead on the event’s administrative tasks, interacting with internal and external stakeholders, venue teams, sponsors, and conference participants. This exciting, busy, and varied post requires an enthusiastic and highly competent individual able to multi-task and work to deadlines with minimum supervision. The Coordinator must combine a professional approach with a friendly and welcoming manner.

Why Join Us?

In September 2025, Imperial College London will host IEPC for the first time in the UK, providing a unique opportunity to showcase the UK's capabilities and advancements in Electric Propulsion. It is hence crucial for this opportunity to be turned into utmost success. This historic occasion is a chance for you to be part of a dynamic team of organizers and work toward making the 39^th IEPC a highly memorable, engaging, and fruitful event.

Apply Now:

If you're proactive, highly competent, and excited about spotlighting the UK’s academia and industry in the field of Electric Propulsion technologies for satellites and spacecrafts, we do encourage you to apply. Don't miss this opportunity to be part of the history!

Duties and responsibilities

• Manage Conference Administrative Support:

You will play a pivotal role in producing, organizing, and maintaining conference-related documents and files, ensuring seamless planning and execution. This includes compiling reports for presentation to the ERPS and assisting with the registration process for attendees, prioritizing data security at every step.

• Serve as Communication Hub:

As the first point of contact for all conference inquiries, you'll engage with stakeholders and respond to queries promptly and professionally. Additionally, you will assist in drafting official conference communications and toward maintaining the conference website. You will coordinate effectively with internal and external teams to ensure clear and consistent messaging.

• Coordinate Event Logistics:

Your role involves coordinating all logistical arrangements for the conference, from venue liaison to transportation coordination and exhibitor support. You'll be responsible for ensuring that all necessary event documentation is prepared and that the conference runs smoothly from start to finish, including on-site supervision support during key events.

• Handle Financial Matters:

You'll be tracking conference income and expenditure, providing regular updates to the Conference General Chairs. This involves raising purchase orders, managing invoicing inquiries from external suppliers, and processing expenses for key invited speakers, ensuring financial transparency and accountability throughout.

• Provide Comprehensive Support:

From researching destinations and venue options as required to arranging travel and accommodation for colleagues, your role encompasses comprehensive support across various areas. You'll prioritize the safety, financial compliance, and sustainability of all arrangements, reflecting Imperial College London's values and policies.

Essential requirements

• A Levels or equivalent qualification or relevant experience.
• Event Management Experience: Demonstrated experience in planning, managing, and executing a variety of events, with particular emphasis on academic/scientific conferences and/or symposia.
• Administrative Proficiency: High-level administration skills supporting senior staff or academics, including proficiency in Word, Excel, and PowerPoint.
• Digital Proficiency: Experience using web-based tools for website management and familiarity with procurement and purchasing systems.
• Communication Skills: Fluent in Business English with excellent written and verbal communication skills, including the ability to communicate information clearly and concisely.
• Organizational Skills: Strong organizational abilities, including prioritization, attention to detail, and the ability to adapt to changing circumstances.
• Interpersonal Skills: Strong interpersonal and communication skills, with the ability to work well in a team and provide excellent customer care.

Further Information

This is a fixed-term position at 0.6 FTE (Full-time Equivalent) with the end date of 30 September 2025. As the Conference approaches, there will be some requirements for an increase in FTE or planned overtime in order to meet deadlines.

To apply, please remember to complete the online application form by the indicated closing date.

Should you require any further details on the role please contact Ms. Lisa Kelly – l.kelly@imperial.ac.uk.

Hybrid working may be considered for this role. Staff working in roles that are suitable for hybrid working will normally be expected to work 60% of their time onsite. The opportunity for hybrid working will be discussed at interview.

More information is available on the following web page: Work Location Framework | Administration and support services | Imperial College London 

Closing date: 09/06/2024

Apply online via the above ‘Apply’ button.