The Research Data Alliance has a part-time opportunity for a Digital Event Platform and Satellite Events Coordinator. The Research Data Alliance is a 13,000+ member strong global organisation that builds the social and technical bridges to enable the open sharing and reuse of data.

As we celebrate our 10th Anniversary in 2023, we’re organising our hybrid 20th Plenary meeting from 21-23 March (RDA P20). We are seeking an enthusiastic individual who could join our team. This is a fully remote, temporary role to assist with the virtual Plenary logistics from Monday 16 January to Friday 31 March 2023 (note that the selected candidate must be available full time during the week of 20-24 March). This is an exciting opportunity for an individual to gain valuable knowledge and experience in digital event management.

Roles and responsibilities

• Coordinate all logistic aspects of satellite / co-located events on 20 & 24 March. Onboarding & training will be provided.
• Handle satellite / co-located events enquiries and communicate events needs to the relevant external suppliers (AV equipment, catering, etc.).
• Provide director support to satellite / co-located events during the planning process and on the days.
• Manage technological event management platforms (Whova and Zoom) and coordinate logistics ensuring a smooth run of all virtual plenary sessions (keynote sessions, parallel sessions, and Zoom breakout rooms).
• Manage the technical content setup and regular materials upload
• Be the point of contact (P20 Help Desk) for virtual Plenary attendees to answer queries and questions, and update platform/web pages in response to changes
• Liaise with the RDA Secretariat, virtual Plenary attendees and local organisers to resolve technical issues and ensure connectivity during Plenary sessions
• Support with ad hoc tasks to ensure the platform is up to date
• Monitor and report on the performance and communications activity

Requirements

• Excellent organisation skills
• Excellent communication skills (both written and verbal)
• Competent IT skills with knowledge of Office 365 (Word, Excel, PowerPoint), Zoom, Slack, etc.
• Online event management software expertise, Whova is a plus, etc.
• High attention to details and ability to multitask
• Ability to plan and prioritise independently and as a part of team
• Ability to use initiative in challenging circumstances
• Fluent spoken and written English

Desirables

• Experience in events planning
• Customer service experience
• Ability to facilitate connections Networking

Location

The applicant should be based in the United Kingdom, or in a position to accept a UK based contract, and provide their own office facilities (e.g. a laptop, reliable & robust internet connection).

Working Hours

This position is offered on a temporary, part-time basis. The post is available between the 16 January until 31 March 2023. The contract is for a total of 175 hours. Exact working days and hours will be agreed with the successful candidate.The candidate will be expected to work in the UK time zone prior to and after the RDA P20 and Swedish time zone during the week of the RDA P20 (GMT+1).

Required working hours (in GMT):

16 January - 17 March 2023: between 10 and 25 hours / week (incremental)
20 - 24 March 2023 (RDA P20): 50 hours / week*:

• 20 March, Monday 08:00-18:00
• 21-23 March, Tuesday-Thursday 08:00-18:00
• 24 March, Friday 08:00-18:00
• 27 - 31 March 2023: 10 hours

* The applicant must be fully available to work during the RDA 20th Plenary week (20-24 March 2023) in the Swedish time zone (GMT+1).

Remuneration

The applicant will receive £3,850 for the work which will be paid in two payments, the first upon contact signature for a total of 20% and a final payment of 80% at the end of the contract. The contract will be within the framework of a service agreement with the selected candidate.

How to apply

Applicants should send a detailed curriculum vitae and a document outlining any experience and skills for the Requirements and, if applicable, the Desirables criteria. Applications should be sent by email to Hilary Hanahoe (RDA Secretary General) hilary.hanahoe@rda-foundation.org by 23.59 UTC on Tuesday 3 January 2023. Notifications on the outcome of your application will be sent by Friday 6 January 2023 and on-line interviews for shortlisted candidates will take place on Monday 9 January 2023.