Associate Conference Manager

Conference Catalysts•Orlando, FL

2d•Remote

About The Position

The Associate Conference Manager supports Conference Managers and the Director of Conference Management Operations in managing conferences from conception through completion. The role is designed to lead into the Junior Conference Manager position within the Conference Management Unit. The position is remote in the U.S., full-time, exempt, and salaried, and reports to an assigned Team Lead. Formal performance evaluations are conducted every six months by the assigned Team Lead. The Associate Conference Manager works with Conference Managers on conference planning and execution, including client and committee relations, project timelines and budgets, submissions, proceedings, registration, marketing, sponsorships, vendors, and onsite operations. The role also supports post-conference evaluation, reporting, and ongoing management of conference websites and social media. Travel is estimated at 10–18%, or approximately 7–8 trips per year lasting 5–8 days each, with domestic and international travel required.

Requirements

Bachelor's degree in event management, business administration, management, communications, or a related field, or a relevant combination of education and experience.
Strong communication, organization, and client-facing skills.
Strong project-management skills and ability to manage multiple tasks and deadlines.
Demonstrated problem-solving ability and resourcefulness.
Familiarity with professional associations or nonprofit organizations.
Must have or be able to acquire a passport.
Able to sit for prolonged periods and work at a computer, lift up to 15 pounds at times, and travel on long-haul flights.

Responsibilities

Meet weekly with the Director of Conference Management Operations to provide status updates, discuss time-sensitive items, perform quality-control checks, and discuss improvements.
Attend and actively participate in weekly Unit meetings, weekly team meetings, Unit Workshops, and All-Company meetings.
Maintain accurate time records according to company policy to track support requirements for each client.
Use company applications, including Gmail, ClickUp, Slack, Google Calendar, Zoom, Cvent, MailChimp, Last Pass, Survey Monkey, and ShareX.
Maintain knowledge of IEEE's basic structure and policies, and keep an updated contact list.
Manage conference ClickUp boards, keeping tasks dated and current and ensuring boards and tasks have complete information and checklists.
Develop relationships with conference leadership, including General Chairs, Technical Program Chairs, and Organizing Committees.
Liaise with clients to identify their conference requirements.
Configure and manage online paper-submission processes.
Compile and produce conference proceedings content.
Produce detailed conference RFPs covering timelines, venues, suppliers, legal obligations, staffing, and budgets.
Communicate and maintain project timelines and priorities; manage project elements on schedule and within budget.
Develop and actively manage conference budgets.
Research markets for opportunities to grow conference attendance and paper submissions.
Coordinate with venue management, caterers, exhibit designers, contractors, and other vendors.
Plan room layouts for sessions, workshops, demonstrations, and social events; plan menus and order food and beverages for conference functions.
Coordinate volunteer staffing requirements and volunteer briefings.
Sell sponsorship, stand, and exhibition space to potential exhibitors and partners.
Configure online registration sites and manage conference registration processing.
Prepare delegate packs, name badges, and collateral.
Work with marketing and PR colleagues to promote conferences.
Work with clients and internal design staff on conference branding and production of tickets, posters, catalogs, sales brochures, and social media coverage.
Coordinate suppliers, handle client queries, and troubleshoot during conference delivery.
Oversee onsite setup of registration areas, exhibit areas, and meeting rooms.
Proactively handle issues and troubleshoot problems throughout the conference-planning cycle.
Conduct post-conference evaluations, including data entry and analysis, and produce reports for conference sponsors.
Schedule and facilitate conference committee calls, take detailed minutes, and facilitate completion of action items.
Manage conference websites to keep them current and user-friendly.
Develop and maintain conference social media platforms, drafting and posting content regularly.

Benefits

Comprehensive medical, dental, and vision insurance, with full employee premiums covered by Conference Catalysts.
Health Flexible Spending Account for eligible health and wellness expenses.
401(k) retirement plan following the 90-day onboarding period, with a dollar-for-dollar company match up to 5% of employee deferrals.
Uncapped flex time off following the 90-day onboarding period.
14 paid company holidays.
Voluntary Life and AD&D insurance.
Individual professional development budget.
Annual office discretionary budget.
Annual swag store budget.
Monthly gym membership reimbursement.