Congress and Events Assistant

European Psychiatric Association

About the Organisation

European Psychiatric Association (EPA) is the largest international association of psychiatrists in Europe, with active members in 88 countries. It brings together leading experts covering the interests of psychiatrists in academic and clinical settings. The EPA deals with psychiatry and its specialised disciplines, focuses on improving care for people with mental disorders, and developing professional excellence. The EPA represents individual members, as well as 46 national psychiatric associations across Europe. Its main activity is the organisation of scientific events, in particular the European Congress of Psychiatry, once a year in a European city.

About the role

In collaboration with the Congress team, you will actively participate in the organisation of the EPA annual Congress, particularly in the development of the scientific programme, and support different Congress aspects and activities as well as the promotion of the Congress. Additionally, you will assist the Project Managers of the various EPA Committees in the organisation of meetings and webinars throughout the year. The role also includes administrative and general coordination tasks, which may evolve in line with the Association's priorities and projects.

Responsibilities

European Congress of Psychiatry General missions:

• Prior to the Congress: participation in the organisation of the Congress according to the deadlines and quality expectations set
• Ensure effective collaboration with the Professional Congress Organiser (PCO) through regular attendance at bi-weekly meetings, close monitoring of the work timeline, and consistent day-to-day liaison.
• Operational support for the opening ceremony of the Congress
• Follow up on logistical requirements for various meetings organised during the Congress, in coordination with the PCO.
• During the Congress: support to the Congress team, assistance with internal EPA meetings, and presence at the EPA booth onsite
• Track and regularly update records relating to decision-making, guidelines, and procedures

Scientific Programme:

• Assist in managing the submission, review and selection process of scientific content, such as session proposals and abstracts
• Testing of submission and review systems provided by the PCO
• Management of invitations for speakers and session chairs (sending, follow-up of responses, reminders)
• Provide support in managing updates or potential replacements to the Scientific Programme, based on input from EPA leadership.

Promotion of the Congress:

• Provide Congress-related content for the monthly EPA newsletter.
• Liaise with the Congress Marketing service provider for all Congress-related content (Social Media posts, mailers, etc) and review materials as needed.
• Update the website and monitor social media platforms in coordination with the Marketing & Communications Officer.

Organisation of Meetings and Webinars:

• Logistics (on-site assistance if necessary)
• Follow up with participants (and the PCO, where applicable) on all practical aspects
• Preparation and distribution of agendas and supporting documents, note-taking and drafting of minutes

Collaboration and Teamwork

• Contribute to several ongoing cross-cutting EPA projects
• Daily interactions with the Executive Director and other team members to ensure smooth internal communication and effective work planning at all levels

Skills, Competencies & Experience

Requirements:

• Minimum 2 years of experience in these disciplines
• Excellent command of written and oral English (essential)
• Strong organisational skills (project management mindset): ability to manage multiple tasks, prioritise and work under tight deadlines and pressure
• Great attention to detail

Required Qualifications

• Diploma (BAC+2/BAC+3) in bilingual secretarial work, management assistance, event management, international hospitality, foreign languages or related disciplines

Compensation & Benefits

• Remuneration and benefits 
• Teleworking /week possible after 3 months.

Working locations

• Hybrid model, working in the Strasbourg office and remotely

How to apply

• Apply online
• Send your CV and cover letter in English by 14th July 2025 at 23:59 CET specifying:
  • Your availability
  • Your salary expectations

Interviews

• Interviews will begin on 21st July 2025 and end on 1st August 2025, and will take place in person in Strasbourg

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