Description

About INCOSE

The International Council on Systems Engineering (INCOSE) is the world's leading not-for-profit professional society dedicated to advancing the discipline of systems engineering. With over 26,000 members across 70+ countries, INCOSE connects professionals through education, networking, and career advancement while producing state-of-the-art resources that support this critical discipline.

Our vision is "A better world through a systems approach," and our mission is to address complex societal and technical challenges by enabling, promoting, and advancing systems engineering and systems approaches globally.

 
Position Overview

INCOSE seeks an experienced and dynamic Events Manager to join our team in Europe. This role will be responsible for planning, coordinating, and executing high-quality professional conferences, symposiums, workshops, and meetings that serve our vibrant global community. The successful candidate will manage both large-scale international events and smaller regional chapter meetings, ensuring exceptional experiences that advance systems engineering knowledge exchange and professional development.

 
Key Responsibilities

Event Planning & Execution

• Lead end-to-end planning and execution of INCOSE events, including the annual International Workshop (IW), International Symposium (IS) and regional conferences.
• Manage all event logistics including venue selection and contracting, catering, audiovisual requirements, registration systems, and on-site coordination
• Develop comprehensive event timelines, budgets, and project plans with detailed milestones
• Coordinate with technical program committees to integrate technical sessions, workshops, tutorials, and plenary presentations
• Oversee abstract submission processes, peer review coordination, and program scheduling (EasyChair and Cvent).

Stakeholder Management

• Collaborate with INCOSE leadership, chapter leaders, and working group chairs
• Build and maintain relationships with venues, suppliers, contractors, and industry partners
• Manage sponsor and exhibitor relations, including prospecting, fulfillment, and recognition
• Coordinate with marketing and communications teams on event promotion and attendee engagement

Financial Management

• Develop and manage event budgets
• Negotiate contracts and secure cost-effective solutions while maintaining quality standards
• Track expenses, manage invoicing and provide regular financial reporting
• Support sponsorship opportunities and revenue generation initiatives

Compliance & Risk Management

• Ensure all events comply with local regulations, accessibility requirements, and health and safety standards
• Develop contingency plans and manage risk mitigation strategies
• Maintain appropriate insurance coverage and liability protections

Requirements

Required Qualifications

Education: Bachelor's degree in Event Management, Hospitality, Business Administration, or related field (or equivalent experience)

Experience: Minimum 5 years of professional event management experience, with demonstrated success managing conferences or symposiums with 300+ attendees

Technical Skills:

• Proficiency with event registration platforms (e.g., Cvent)
• Experience with virtual and hybrid event technologies (e.g., Zoom)
• Strong project management skills with knowledge of tools like Microsoft Project
• Advanced Microsoft Office Suite skills (Excel, PowerPoint, Word)
• Language: Fluent English required; additional European languages highly desirable
• Travel: Ability to travel internationally (up to 25-30% of time)
• Certification: CMP (Certified Meeting Professional) or similar credentials preferred

Preferred Qualifications

• Experience managing events for professional associations, technical societies, or engineering organizations
• Familiarity with academic or scientific conference formats including peer-reviewed paper sessions
• Strong network within the European MICE industry
   

Key Competencies 

Organizational Excellence: Exceptional attention to detail with ability to manage multiple complex projects simultaneously
Communication: Outstanding written and verbal communication skills with ability to engage diverse stakeholders
Problem-Solving: Creative and resourceful approach to challenges with strong decision-making abilities
Cultural Awareness: Sensitivity to international and multicultural environments
Technology Savvy: Comfort with emerging event technologies and digital platforms
Budget Acumen: Strong financial management skills and cost-consciousness
Flexibility: Adaptable and calm under pressure with irregular hours during peak event periods
Collaboration: Team player with ability to work effectively with volunteers and professional staff