Conference Manager

Conference Catalysts•Orlando, FL

5d•Remote

About The Position

The Conference Manager provides high-level, hands-on support for conferences from conception through completion, including technical conferences, trade shows, board meetings, and social events. The role manages multiple conferences throughout the year, works as part of a team, and varies according to client and conference needs. Conference Managers are expected to serve as independent leaders within the Conference Management Unit and support the growth of others in the unit. The position is remote in the US and reports to an Assigned Team Lead. It is full-time, exempt, and salaried. Travel is required approximately 7–8 times per year for 5–8 days per trip, with estimated travel of 10–18%; both domestic and international travel are required. The employee must have or be able to acquire a passport. Formal performance evaluations are conducted every six months by the Director - Conference Management Operations. Starting compensation is $63,000 per year, commensurate with skills, education, and experience.

Requirements

Bachelor’s degree in event management, business administration, management, communications, or a related field, or a relevant combination of education and experience.
At least two years of experience in full-scope event management or planning work.
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.
Ability to travel domestically and internationally; must have or be able to acquire a passport.
Ability to sit for prolonged periods while working at a desk and computer.
Ability to lift up to 15 pounds at times and travel on long-haul flights.

Nice To Haves

Familiarity with professional associations or nonprofit organizations.

Responsibilities

Meet weekly with the Director, Conference Management Operations to provide status updates, discuss time-sensitive work, conduct quality-control checks, and discuss improvements.
Attend and actively participate in weekly Unit and Pod 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, GoToMeeting, Cvent, Dropbox, Doodle, MailChimp, Last Pass, Skype, Survey Monkey, and ShareX; navigate the internal file structure effectively.
Maintain knowledge of IEEE’s basic structure and current policies, and keep contact lists updated.
Manage ClickUp boards for each conference, keeping tasks dated and current and ensuring boards and cards contain complete information and checklists.
Develop relationships with conference leadership, including General Chairs, Technical Program Chairs, and Organizing Committees.
Liaise with clients to establish 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 within time limits and budgets.
Develop, update, and actively manage conference budgets.
Deliver excellent customer service and quality outcomes.
Travel onsite for advance site inspections as necessary.
Research markets to identify opportunities to grow conference attendance and paper submissions.
Coordinate with venue management, caterers, exhibit designers, contractors, and other vendors as necessary.
Plan room layouts for conference sessions, workshops, demonstrations, and social events; plan menus and order food and beverage.
Coordinate volunteer staffing requirements and volunteer staff briefings.
Sell sponsorship, stand, and exhibition space to potential exhibitors and partners.
Configure online registration sites and manage registration processing.
Prepare delegate packs, name badges, and collateral.
Work with marketing and PR colleagues to promote conferences.
Coordinate with clients and internal design staff to create conference brands and produce tickets, posters, catalogues, sales brochures, and social media coverage.
Coordinate suppliers, respond to client queries, and troubleshoot on conference days.
Oversee onsite setup of registration areas, exhibit areas, and meeting rooms.
Proactively identify and resolve issues throughout the conference planning cycle.
Conduct post-conference evaluations, including data entry, analysis, and reports for conference sponsors.
Organize and clearly communicate information in concise written and verbal form, working with diverse contacts around the world.
Schedule and facilitate conference committee calls, take detailed minutes, and facilitate completion of action items.
Manage conference websites, keeping content current and ensuring usability.
Develop and maintain conference social media platforms, drafting and posting content regularly.

Benefits

Comprehensive medical, dental, and vision insurance, with full employee premiums covered.
Health Flexible Spending Account for eligible health and wellness expenses.
401(k) retirement plan after the 90-day onboarding period, with dollar-for-dollar matching up to 5% of employee deferrals.
Uncapped flex time off after 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.