Coordinator, Conference Operations
About The Position
Forge is seeking a detail-oriented and organized Conference Coordinator to support the planning and execution of conference programs across Emerald’s portfolio. In this role, you will work closely with Conference Managers/Directors, Event Operations, Marketing, education partners, and speakers to assist with speaker management, session logistics, content documentation, and onsite execution, contributing to well-run programs and exceptional speaker and attendee experiences. The Conference Coordinator supports pre-planning, onsite execution, and post-event wrap-up for conference programs at multiple events annually. Successful candidates are proactive, highly organized, and comfortable managing large volumes of speaker and session information against overlapping deadlines. This role requires a high level of accuracy, clear and professional communication, and the ability to maintain a calm, solutions-focused approach when navigating challenges.
Requirements
- Experience in conference management, meetings, event operations, or related fields, with an understanding of meeting and event planning principles and procedures.
- Strong attention to detail and the ability to process and manage data with a high level of accuracy.
- Strong organizational and time management skills with the ability to manage multiple tasks and competing deadlines simultaneously.
- Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook; DocuSign, Smartsheet, and A2Z experience a plus.
- Comfort working in web-based platforms, including website updates and call-for-presentations systems.
- Strong written and verbal communication skills, with a professional approach to speaker and partner interactions.
- Ability to make sound administrative and procedural decisions while independently managing assigned responsibilities.
Nice To Haves
- DocuSign, Smartsheet, and A2Z experience a plus.
Responsibilities
- Support Conference Managers with conference planning activities, timelines, and task coordination for assigned events.
- Maintain session databases for each event, including schedule, room, and track information.
- Work with Conference Managers to keep event specifications up to date and communicate changes to internal teams.
- Participate in weekly team meetings, share updates on assigned tasks, and flag any issues.
- Manage the online call for presentations and assist potential speakers with submission questions or technical challenges.
- Compile speaker submissions and prepare them for review and session selection by education partners and conference leadership.
- Support continuing education (CEU) processes, including accreditation requirements and submitting data for CEU certificates.
- Serve as speakers’ primary point of contact for event-related information throughout the speaking process, from confirmation through post-event follow-up.
- Create, distribute, and track the status of speaker agreements.
- Collect speaker bios, headshots, and handouts for use in marketing materials, conference websites, and onsite.
- Maintain speaker databases for each event, including contact and badge information, audio-visual and housing requirements, and special requests.
- Assist with speaker travel coordination, including hotel reservations and airfare where required.
- Keep conference websites up to date with speaker, session, and handout information.
- Assist with proofing conference brochures, show directories, signage, and other event materials.
- Create and manage RSVP links and lists for special events and conference programs.
- Process speaker payments and reimbursements under the direction of Conference Managers/Directors.
- Support the collection and organization of invoices and required financial documentation for conference-related vendors.
- Assist with tracking conference expenses against budget as needed.
- Work with Conference Managers to prepare conference shipments by securing onsite supplies and conference-related materials.
- Coordinate with Event Operations on meeting room setups, audio-visual needs, and session signage.
- Train and oversee onsite room monitors and event staff.
- Provide onsite conference support during show days, assisting speakers and attendees and escalating issues as appropriate.
- Help troubleshoot onsite issues while maintaining a professional, calm, and service-oriented approach.
- Assist with the development, distribution, and analysis of speaker and session evaluations.
- Assist with post-event documentation, including reconciling speaker payments and organizing final conference materials.
- Support the collection of feedback and operational notes to inform continuous improvement and future conference programs.
Benefits
- Unlimited vacation for exempt employees
- Flexible working locations
- 401(k) plan with a company match
- Medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits
- Parental and caregiver leave
- Dependent, commuter and FSA benefits
- Professional development programs like Toastmasters
- Mental wellness tools
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
