PRÁCTICAS DE CONFERENCE & EVENT LOGISTICS EXECUTIVE (MADRID) E9068

ATA Insights is a dynamic start-up based in Madrid. We provide marketing and comms, markets intelligence and events services for the renewable energy industry. We are a small but VERY international team, working in many countries around the world. You will be supporting a logistics manager looking after a team of conference organisers who produce events all over the world. They’ll take care of the agenda, speakers and marketing and you’ll make sure that the venue, suppliers and logistics are just right for each event. So far, we have organised events in countries such as Spain, Italy USA, Chile, Morocco, Jordan, South Africa, Ethiopia, Ghana, Kyrgyzstan, and the UAE, just to name a few. Soon we will be launching new events in these and other markets. In truth, we could be working anywhere in the world because we organise events both for ourselves and for clients. The job requires managing several projects at the same time in different stages of development: Venue search: compare venues and choose the best for the event considering the budget, offering, number of attendees and type of event Finding suppliers and negotiate terms of service: typically, our events require a venue, accommodation for attendees, food and beverage (catering), audio-visual services (AV), interpretation, printing materials for the event and having them shipped there and back. Sometimes we need to organise flights, land transfers and site visits; invitation letters for visas and other legal requirements. You will work with conference organisers to understand the requirements of each event and then choose the best supplier in each case. Liaise with suppliers: You’ll make sure that they delivered what they are contracted to deliver, on time and on budget! This involves establishing a relationship with them and keeping a tidy database with notes so we can optimize our logistics over time. Maximising savings: You’ll be savvy and will pull at all the stops to make sure that we pay exactly what we must to deliver each service to the satisfaction of our clients. You will look for savings and efficiencies where possible. (Hint: there are many opportunities to optimize spend on catering, if you can bring up examples of this in an interview, you’d be a strong contender) Detailed-oriented Planning: There are many things that can go wrong in an event. It is your job to plan for possible issues and for solutions to ensure each events runs smoothly. The bucket stops with you. Keep all documents in order: a physical and digital folder for each event with notes, each supplier contract, function sheets showing who is going to be where and when, schedules… You’ll keep all of them in nice and tidy folders because we will certainly need them Working with suppliers on-site: On the day of each event, you’ll be the person who will meet with, brief and will work with the suppliers to make sure that the event runs like clockwork. Sometimes you even get to travel to the event, although not always. Working as part of a team! You will always be working shoulder to shoulder with conference organisers to deliver the best results You will need to hold meetings, negotiate and build relationships in English and Spanish; therefore a good command of both languages is a must. Additional languages, such as Italian, could be useful. Minimum requirements Important: We will only consider applicants whose application comes with a cover letter as well as a CV. Love for organizing events and logistics, whether they are birthday parties or the school play – you will have to demonstrate how you have considered budgets, negotiated contracts etc and how this will help your professional logistics job Extraordinary attention to detail, successful negotiations, excellent record keeping and deliberate analysis of budgets English language (we need you to be able to communicate with suppliers from all over the world, there is no need for you to be able to recite Shakespeare from memory) Spanish language (a lot of our events are in Spain) Even though we mostly work from home, you need to be able and ready to spend two to three days a week in our office in Madrid, sometimes more when you have to organise the delivery of items to a venue and back Occasional travel for work may be necessary A can-do attitude Our events are in the field of renewable energy (solar, energy storage and hydrogen). If that motivates you, that’s a plus!