European

Society for Organ Transplantation The European Society for Organ Transplantation is a major scientific not-for-profit society dedicated to exchange knowledge about donation and transplantation, thus improving health and well being of patients affected by end stage organ disease. Involving many dedicated voluntary professionals ESOT provides an extensive education program and generates best-practice guidelines in the field of transplantation. As a result of the successful growth of our organization we are now searching for an: Position title: Reports to: Date: Sections & Committees Coordinator, Membership Executive Director May 2013 Padova (Italy) Full-time

Location of work: Vacancy type:

POSITION DESCRIPTION I. Major Role:

Sections & Committees: - - - - - To provide administrative/secretarial service and engage actively with Sections & Committees and support activities and everyday business. To prepare and edit correspondence; prepare, edit and distribute agendas; efficiently minute meetings; follow-up on requests and action points or tasks required. To schedule and coordinate meetings, interviews, appointments, events and other similar activities for Chairs and Board Members of the Sections & Committees. To manage travel and lodging arrangements for Chairs and Boards of Section & Committee Board Members where necessary. To develop and implement an organization structure for Sections & Committees including the alignment of procedures, communication and reporting.

ESOT Council & Executive Committee - To support on administrative matters ESOT Council and Executive Committee and manage travel and lodging arrangements where necessary.

Lead Membership & Public Relations - To serve as Lead in the ESOT Office for ESOT Membership and Public Relations for professionals and general public including campaigning for new members and underpinning the ESOT profiling. ESOT Office Corso del Popolo, 8 I-35131 Padova, Italy Phone : +39 049 3005796 - Fax : +39 049 2106306 executive@esot.org - www.esot.org

 European Society for Organ Transplantation II. Candidate profile:

The successful candidate will have experience in secretarial and organizational support at a directorate level ideally with an Association or not-for-profit organisation. The candidate will be an excellent organiser and an effective communicator. A high degree of flexibility is desirable and the ability to manage a varying and sometimes unpredictable workload is essential. The candidate should be able to handle sensitive issues with tact and diplomacy. The Sections & Committees Coordinator will be expected to undertake the specific responsibilities listed below. He or she will have strong computer skills with vast knowledge of Microsoft Office tools and preferably other desktop publishing programmes. III. 1. - - - - - - - - - - - - - Major Duties and Responsibilities: Sections & Committees Coordinator - ESOT Council & Executive Committee Responsibility for co-ordinating the activities of various Sections & Committees of ESOT Support the work of the Executives and sub-groups chairs Preparation and management of Board meetings (face-to-face, or teleconference) Assist at meeting on-site whenever requested Booking transport and accommodation, to ensure the accurate logistic arrangements for the various meetings Sending invitation to Board members and subsequent follow up to ensure their participation Liaise with colleagues (project coordinators) to communicate aims and goals of the activities organized by Sections & Committees Day-to-day troubleshooting and addressing problems as they arise Liaise with the PA of the ESOT Secretary for the preparation and necessary arrangements for Council meetings; Receive Sections & Committees Email (answering and dispatching Email enquiries to the appropriate persons) Manage courier shipments (shipping, courier service, post) Answering telephone calls, maintaining diaries, arranging appointments, taking messages Preparing letters, presentations and reports.

1. 1 WEB site - - - - ESOT Office Corso del Popolo, 8 I-35131 Padova, Italy Phone : +39 049 3005796 - Fax : +39 049 2106306 executive@esot.org - www.esot.org Develop and manage content for all Sections & Committees web presence (requires working with content management software) Maintain a consistent look and feel throughout all web sections dedicated to the various sub- groups Copyedit and proofread all web content Assure web-based information is archived for future needs and reference

 European Society for Organ Transplantation 2. - - - - - - - - - III. 1. Membership Developing literature and promotional materials that convey the benefits of membership Identify and develop prospect lists Develop customized, targeted membership marketing materials Develop and implement a proactive membership recruitment and retention strategy Direct mailing of marketing materials and distribution of materials at special events Follow-up on members requests and enquiries Provide assistance on administrative and accounting tasks in relation to membership Plan and promote effective recruitment actions and campaigns Managing databases; handling correspondence Working Relationships: Internal: Extensive contact with the Chair of the various Sections & Committees (and ESOT Executive Board &Council) External: Extensive contact outside the society with suppliers and partners. Internal: Regular contact with Secretary and Administrative clerk External: Extensive Contact with members, general public, agencies and partners. Skills and Abilities: Excellent spoken and written English, ideally also fluent in other languages Strong interest and experience in editing; good writing skills At ease with Microsoft Office programs (Excel, Word, PPT) Basic Web knowledge, solid understanding of HTML and experience with popular content management systems; IT skills Follow and enforce society policies and procedures Ability to work effectively in a multi-cultural environment and under pressure Strong interpersonal skills, high emotional intelligence, good contact with people Solutions-oriented with good problem-solving abilities Strong organizational skills Excellent time management skills Exceptional details in follow up Ability to work independently, self-motivated Willing to travel several days per year

2.

V.

Essential criteria: organization management and/or secretarial work experience is required (min. 2 years), in the not-for-profit, NGO or public health sector or in a multicultural environment and in the events industry. Desirable criteria: good/excellent IT skills and the facility to learn new technologies, is an asset. References: Candidates are invited to present references from previous employers. Updated March 2013 ESOT Office Corso del Popolo, 8 I-35131 Padova, Italy Phone : +39 049 3005796 - Fax : +39 049 2106306 executive@esot.org - www.esot.org