Senior Assistant, Conference Secretariat

Introduction

Aga Khan University's (AKU) Medical College, Conference Secretariat serves as the administrative and logistical backbone for CMEs, conferences, symposia, and other academic events organized by Aga Khan University, Karachi. This team is responsible for planning, organizing, and coordinating all aspects of these events, from the initial concept to post-event activities. Their duties include managing registrations, handling communications with participants and speakers, overseeing the conference schedule, arranging venues and accommodations, coordinating with support service departments, and ensuring the smooth running of the event. The Secretariat plays a crucial role in ensuring that the conference is successful, efficient, and meets the objectives of both the organizers and attendees.

As an equal opportunity employer, AKU believes in promoting a diverse and inclusive culture and is committed to adopt appropriate standards for safeguarding and promoting a respectful relationship with and between diverse workforce of its faculty, staff, trainees, volunteers, beneficiaries, wider communities, and other stakeholders with whom it works, including children and vulnerable adults and expects all employees/trainees and partners to share this commitment.

Aga Khan University invites applications for the position of Senior Assistant, Conference Secretariat in the Medical College.

Responsibilities:

 You will be responsible to:

• fully undertake and execute the mid-profile events and CME’s in coordination with Organising Department/Organisers
• assist supervisor in planning, execution and post-event shutdown of mega events
• coordinate with other support services departments for logistics, administrative and financial matters related to events
• fully undertake the Registration Process of various events through various online and offline methods
• arrange for designing of banners, flyers, brochures, abstracts book etc for offset printing and digital usage
• arranging of giveaways and any other promotional item(s) related to an event
• coordinate, negotiate and liaise with all relevant vendors/stakeholders as per the requirement
• documenting and recording comprehensive details of all university events
• provide support to Medical College Administration or any task assign by the supervisor.

Requirements 

You must have:

• a minimum of Bachelor's degree
• minimum two to three years of related work experience or comparable transferable experience 
• proven experience and skills in successfully executing events and CME programs
• working experience with web pages and portals will be considered an asset for the role
• good networking, hardware, and software troubleshooting skills
• strong negotiation and liaison skills
• strong problem-solving abilities
• expertise in effectively utilizing online video conferencing platforms like Zoom, Microsoft Teams, and Livestreams etc for hosting and managing virtual events, and understanding of IT infrastructure and technical requirements to ensure smooth event projection and transmission
• excellent organizational skills and the ability to manage multiple tasks simultaneously while maintaining attention to detail
• ability to adapt to a fast-paced environment and be flexible in handling changing priorities and last-minute adjustments
• capability to work both independently and as part of a team, collaborating with colleagues to ensure seamless event operations
• efficiently manage time and meet deadlines in a time-sensitive event environment.

Comprehensive employment reference checks will be conducted.