Conference Coordinator

Kelly; Santa Clara (CA); On-site; USD 108,886,000 - 128,943,000; Full time

Benefits offered by this job

Medical, Dental, 401K benefits

Paid time off

Job summary

Kelly Science & Clinical is seeking a Conference Coordinator for a client in Santa Clara, CA. The role is full-time, on-site, with full benefits and paid time off.

The position requires coordinating high-volume event requests and serving as the primary on-site contact for Health Care Providers and large internal meetings. You will manage registrations, resolve scheduling conflicts, and collaborate with Facilities, AV, IT, Catering, and Security to ensure seamless events.

Qualifications

• High School diploma required; bachelor’s degree preferred.
• Experience in scheduling, coordination, event planning or administrative roles with high-volume requests.
• Proficiency with scheduling software and MS Office Suite (Excel and Outlook).
• Ability to adapt quickly, stay organized under pressure, and collaborate with multiple teams.

Responsibilities

• Coordinate, manage and process high-volume requests across multiple systems and platforms for Health Care Providers and large internal meetings.
• Serve as the main on-site contact, delivering operations support from registration through departure and providing exceptional service to a large audience.
• Resolve scheduling conflicts and accommodate special requests with solutions-oriented thinking.
• Build and maintain relationships with Facilities, AV, IT, Catering, and Security.
• Ensure proper room setups, catering, and AV; maintain accurate event data in the scheduling system.

Skills

Customer service

Organizational skills

Time management

Verbal & written communication

Problem-solving

Education

High School diploma

Tools

Scheduling software

MS Office

Excel

Outlook

Job description

Description

Conference Coordinator
Kelly Science and Clinical is seeking a Conference Coordinator for our client, a top medical device company, in Santa Clara, CA. This role is a full-time, fully benefitted position. As a Kelly employee you will be eligible for Medical, Dental, 401K and a variety of other benefits to choose from. You’ll also be eligible for paid time off, including holiday, vacation, and sick/personal time. If you’re passionate about bringing the latest scientific discoveries to life and are ready to take the next step in your career, trust The Experts at Hiring Experts.

On Site: Monday through Friday 7:30-4pm
with some Saturdays
Pay $38-$45 an hour depending on experience

Purpose: Responsible for planning, scheduling, and executing on-site events of the client. This role serves as the primary point of contact for internal teams and external partners, ensuring a seamless experience for all participants, including high-profile guests. The ideal candidate is a self-starter with exceptional customer service skills, a passion for scheduling system software and the challenges that go along with coordination of different size events with multiple priorities. Additionally, someone who likes to think outside of the box, provides suggestions, and thrives in a fast-past environment.

Responsibilities:

• Coordinate, manage and process high volume requests across multiple systems and platforms for Health Care Providers HCPs and large internal meetings.
• Serve as the main point of contact for on-site events, providing operational support from registration through departure. Deliver exceptional customer service daily to a copious number of guests
• resolve scheduling conflicts and accommodate special requests using solutions-oriented thinking.
• Build and maintain relationships with internal departments including Facilities, AV, IT, Catering, and Security.
• Ensure proper room setups, catering, and AV requirements Maintain accurate event data and metrics by recording updates, requests, and changes in the scheduling system.

Requirements:

• Minimum Experience: High School degree is required, bachelor s degree is preferred 2 years in scheduling, coordination, event planning or administrative roles with high-volume requests.
• Business, hospitality, or healthcare setting
• Additional Education/Experience: Ability to adapt quickly, maintain composure under pressure, and seek guidance when needed
• Exceptional organizational and time-management abilities
• Strong communication and problem-solving skills
• Ability to connect process flows while working in multiple programs and systems
• Service excellence driven, flexible, adaptable, and team player
• Strong verbal and written communication skills
• Proficiency in scheduling software and Microsoft Office Suite, with an emphasis on Excel and Outlook
• Ability to work overtime, evenings, and weekends, when necessary:

P1

As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan.

Why Kelly Science & Clinical?

Kelly Science & Clinical is your connection to premier scientific and clinical companies looking to hire industry experts just like you. Our team creates expert talent solutions to solve the world’s most critical challenges. Every day, we match science professionals with dream jobs that fit their skills, interests, and career goals—it’s the way we think job searching should be. Nearly 100 percent of our science recruiters have a professional background and education in science, so we know a thing or two about the science market and how to get your expertise noticed.

About Kelly
Work changes everything. And at Kelly, we’re obsessed with where it can take you. To us, it’s about more than simply accepting your next job opportunity. It’s the fuel that powers every next step of your life. It’s the ripple effect that changes and improves everything for your family, your community, and the world. Which is why, here at Kelly, we are dedicated to providing you with limitless opportunities to enrich your life—just ask the 300,000 people we employ each year.

Kelly is committed to providing equal employment opportunities to all qualified employees and applicants regardless of race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or any other legally protected status, and we take affirmative action to recruit, employ, and advance qualified individuals with disabilities and protected veterans in the workforce. Requests for accommodation related to our application process can be directed to the Kelly Human Resource Knowledge Center. Kelly complies with the requirements of California’s state and local Fair Chance laws. A conviction does not automatically bar individuals from employment. Kelly participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Kelly may use AI-powered tools during the recruitment and hiring process. For full details, including how Kelly uses AI, your rights, and how to request a reasonable accommodation, visit the Recruitment Artificial Intelligence Notice.