The European Society for Radiotherapy & Oncology (ESTRO) is looking for a PROJECT MANAGER to coordinate and organize scientific courses.

Our Society

Founded in 1980, ESTRO is a non-profit and scientific organisation that fosters the role of Radiation Oncology in order to improve patients’ care in the multimodality treatment of cancer.

With over 7600 members in and outside Europe, ESTRO supports all the Radiation Oncology professionals in their daily practice: Radiation Oncologists, Medical Physicists, Radiobiologists and RTTs (Radiation Therapists) and the wider oncology community.

ESTRO’s mission is to promote innovation, research, and dissemination of science through its congresses, special meetings, educational courses and publications.

Your mission

You are responsible for the smooth, efficient and cost-effective organization of ESTRO courses. You ensure that international exchanges of knowledge and experience, in the field of radiotherapy and oncology, are properly promoted and contribute to the scientific credibility of ESTRO.

Main Responsibilities

• Travel extensively throughout Europe
• Liaise with the faculty and with the participants, all coming from different countries, before, during and after the courses
• Proactive on-site management
• Negotiate with venues (hotels) and ensure all logistics needs will be met (rooms, catering, etc.)
• Management of the budget
• Follow-up of the marketing and communication activities related to your courses, together with the dedicated ESTRO staff
• (Light) IT support on-site
• Continuous improvements process thanks to the evaluations

Your profile

If you combine following criteria and qualities, then you are probably the person we are looking for:

• Be eager to work in an International environment and travel up to 2 months per year
• Have strong organization skills and a key sense of collaboration
• Have excellent time management skills
• Be able to function in a multi-task environment with colleagues of different nationalities
• Be flexible and able to cope with pressure
• Be diplomatic, sociable and keen to engage conversation with people from around the world
• Have service minded attitude toward the course faculties and participants
• Have excellent English (written and verbal)
• Have a basic understanding of budget management
• Be tech-savvy
• And, last but not least, have excellent communication skills.

To apply, please send your CV and cover letter in English (with reference “Education” in the subject line) by 31 July 2019 to recruitment@estro.org. Only shortlisted candidates will be contacted and invited to an interview. 

Job objective

The ESTRO Programs Administrator is responsible for ensuring a smooth support to ESTRO Units. Together with the other ESTRO Programs Administrators, s/he actively contributes to the administrative and logistics support of Education, Congress and Membership activities. As such, s/he is also in charge of administering, configuring and/or developing the CRM, aiming at providing the most efficient tool to manage the activities smoothly and effectively. The ESTRO Programs Administrators serves as point of reference/subject matter expert (SME) for his/her areas of expertise and jump in for these when necessary.

Main Responsibilities

As part of the pool of ESTRO Programs Administrators:

• Process the membership, course and conferences registrations
• Ensure the administration for membership, courses, workshops and conferences:
  • answer requests from members and participants
  • send invitations and reminders
  • retrieve filtered participants and mailing lists upon request
  • print lists/badges/diplomas
  • compiling evaluations
• CRM administration:
  • update contacts and organizations
  • supervise online registrations and enter manual registrations (groups and individuals) when needed
  • configure registration platforms
  • configure automatic recurrent messages
  • test online registration platforms before launch
  • retrieve filtered participants and mailing lists upon request
  • retrieve statistics upon request
  • report bugs
• Website administration:
  • implement changes on CMS upon request
  • update information when needed
• Provide general support and follow-up to contacts through daily communications (e-mail, phone, helpdesk)
• Check payments and registrations according to deadlines and liaise with accounting for chasing and follow-up
• When necessary, cover for absences or provide support to colleagues in the ESTRO Programs Administrators team
• Occasional travelling and onsite presence (registration desk – booth) during events/courses
• Participate to and/or lead transversal projects
• Office and reception duties when needed
• Other duties as per defined scope

Education and professional experience

• Certificate Bachelor degree
• 1-2 years of experience in a similar position

Skills and competencies

• Very good command of English is mandatory (working language of the SocieTy)
• Positive mindset
• Trustworthy
• Collaborative spirit
• Sense of responsibility
• Excellent organization and planning skills
• IT literate (office, CRM, CMS)
• Strong time management
• Ability to multi-task and to prioritize work
• Proactivity
• Autonomy
• Ability to meet changing deadlines
• Flexibility

To apply, please send your CV and cover letter in English (with reference “ADMIN” in the subject line) by 31 July 2019 latest to recruitment@estro.org. Only shortlisted candidates will be contacted. Contacts should happen by 7 August.