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Operations Executive – Medical Congress Travel

Company: Congress Bookers Ltd

Salary: Salary to be discussed. Performance bonus, laptop and phone, discounted holidays, and opportunities to attend international industry trade fairs.

Congress Bookers is a healthcare-compliant travel agency specialising in accommodation and ground services for groups attending medical congresses worldwide. Drawing on more than 15 years of experience in travel, conferences and medical events, our multilingual team supports clients from initial planning through to delivery.

With offices in the United Kingdom, European Union, United States and United Arab Emirates, we coordinate projects across key international markets. Our aim is to deliver excellent service and build lasting partnerships with every client.

ABOUT THE ROLE

We are looking for an organised, proactive Operations Executive with 2–5 years of relevant experience to coordinate travel arrangements for international medical congresses.

You will work with clients, hotels, service providers and colleagues to organise group accommodation and ground arrangements, maintain accurate bookings and ensure projects run smoothly. The role also includes researching prospective business clients, developing professional relationships and supporting our presence at international industry events.

This is a permanent, full-time, hybrid role based at Devonshire House, 1 Mayfair Place, Level 1, London, W1J 8AJ.

KEY RESPONSIBILITIES

• Coordinate group accommodation, transfers and other ground services for clients attending medical congresses worldwide.
• Handle enquiries and support the preparation of proposals, booking confirmations and service arrangements.
• Liaise with hotels, local suppliers and business partners to check availability, clarify requirements and coordinate delivery.
• Maintain accurate booking records, rooming lists, deadlines and client instructions, and manage changes promptly.
• Communicate regularly with clients and colleagues, resolve operational queries and follow through on agreed actions.
• Research potential B2B clients, including pharmaceutical companies and business travel agencies, across Europe, the Middle East and Africa (EMEA), including the UAE, and Latin America.
• Build and qualify prospect lists, identify decision-makers and make initial contact by email, telephone and LinkedIn.
• Present Congress Bookers' services for international medical congresses and maintain relationships with partners in assigned markets.
• Attend relevant international trade fairs and networking events, such as IMEX, IBTM and ATM.
• Keep the CRM up to date and collaborate with internal teams to deliver services in line with client requirements.

WHAT WE OFFER

• Salary to be discussed.
• Laptop and phone.
• Discounted holidays.
• Performance bonus.
• Opportunities to attend international industry trade fairs.

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