Associate Project Manager Meetings & Travel

In this role, you ensure the smooth execution of internal and external meetings. Think of the logistical work and organization required for internal meetings, committee/taskforce meetings, and business meetings. 

With your excellent planning skills and clear communication, you ensure the attendees of meetings and events will be able to share knowledge, collaborate, connect, and grow.

As the European Hematology Association operates within Europe and beyond, these meetings take place at different locations and countries. From our modern office in The Hague and in external locations in various countries, you support travel requests and business meeting logistics. Travel is expected for certain specific meetings or events.

The role is made up of roughly 80% event and logistics management for our non-scientific meetings and 20% of your time will be spent on travel management (for the entire organization).

•      You are proficient in travel and event management, and have experience dealing with tight deadlines and prioritizing in the heat of the moment.

•      You are keen on improving processes and aligning this within the organization.

•      You master building relations with suppliers and maintaining relevant partnerships. This would include liaising and negotiating with external stakeholders to ensure smooth travel and/or accommodation arrangements as well for the entire organization.

•      You have an affinity for the medical field and/or healthcare professions.

•      You have proven experience successfully handling travel emergencies, last-minute changes, or unexpected situations during travel.

Main Responsibilities:

Meeting and Travel Project Implementation

• Organization and logistics of internal and external meetings, including accommodation, venue, travel, transfers, and social programs.

• Responsible for managing multiple, simultaneous travel requests.

• Coordination of projects, serving as the primary point of contact (both internal and external) and addressing complex aspects of implementation.

• Developing design methods, techniques, and standards for implementing travel requests, including maintaining overviews, monitoring schedules, and progress of activities.

• Supporting the management team and Connect department with logistics and preparatory activities to ensure meetings run smoothly.

Management of Administration and Management of Information

• Budget management: in collaboration with respective meeting requestors, share advice on travel budget for all travel and accommodation expenses, ensuring cost-effectiveness and adherence to financial guidelines.

• Manage project administration and databases, collecting, interpreting, and processing high-quality specialist data while maintaining system updates.

• Develop and monitor work instructions and processes for the administrative organization, identify bottlenecks, and propose improvements.

Advice and Development

• Advise management on the organization of business travel and internal events.

• Coordinate activities in alignment with the organization’s goals and provide advice, ideas, and suggestions accordingly.

• Develop and implement travel policies and guidelines.

Stakeholder Management

• Establish and maintain relationships with travel agencies, hotels, consultants, and other providers, negotiating master contracts to secure advantageous terms and providing innovative suggestions to the team.

• Serve as the primary point of contact internally and for Board members (VIPs) regarding their travel arrangements and be present on-site during Board Retreats organized inside and outside the Netherlands.

What we offer:

• The opportunity to represent the largest hematological association in Europe.

• An international and dynamic environment with over 15 nationalities.

• Flexibility and well-being in a collaborative work culture.

• A hybrid-working model, with a minimum of two office days per week in The Hague.

• Thirty vacation days, a collective premium-free pension plan, an 8% holiday allowance, commuting allowance, and a benefits package.

• A training path to support your professional development.

• Salary range 4.000 – 5.700 euro gross per month (based on 40 hours/week).

• A 12-month contract and a working week of 40 hours.

• 3-5 years of relevant working experience in event and/or hotel management.

• Highly proficient in English, and professional medical English.

• Exceptional planning and time management skills.

• Eye for detail.

• Knowledge of travel management (ATPI experience in a plus).

• Experience working with a travel management system (back-end and user side).

• Experience in either a medical membership association or healthcare/pharmaceutical sector is an advantage.

Please note:

• Only candidates residing in the Netherlands will be considered.

• Non-EU/EEA nationals must possess a valid work permit for the Netherlands.

• Employment will be subject to the dissolving condition that the employee provides the employer with a valid Certificate of Conduct (VOG) within eight weeks of the commencement date of their employment.