Conference Coordinator

Tbwa Chiat/Day Inc; United States; Remote; USD 60,000 - 80,000; Full time

Job summary

An innovative firm is seeking a Conference Coordinator to support a dynamic conference planning team. This role involves managing registrant communications, coordinating logistics for in-person and virtual events, and ensuring seamless execution of conference materials. Ideal candidates will thrive in a fast-paced startup environment, demonstrating strong organizational skills, attention to detail, and a commitment to excellent customer service. If you're passionate about event coordination and eager to make an impact in the healthcare education sector, this is the perfect opportunity for you.

Qualifications

• 1+ year of experience in a clerical, administrative, or customer service role.
• Strong organizational skills with the ability to manage multiple tasks.

Responsibilities

• Serve as the primary point of contact for attendees during registration.
• Assist in preparing speaker agreements and required documentation.

Skills

Communication Skills

Organization Skills

Attention to Detail

Problem Solving

Customer Service Orientation

Education

4-year degree from an accredited institution

Tools

Microsoft Office Suite

Cvent

Docusign

Salesforce

Zoom

Teams

Job description

Our Company
HCEsquared, Health Care Experts Squared, is a management platform which drives enterprise support services across our portfolio of companies. We continue to find innovative ways to maximize the value of our portfolio through scaled systems and services, strategic leadership, and acquisition opportunities. We strive to grow our platform of companies providing services anchored in medical education for clinicians to elevate patient care. The HCEsquared management platform provides a set of shared services to assist in the distribution of medical education and information services. These services include:

• Production of information distribution channels, including websites, medical conferences, digital news and media platforms, and journals
• Corporate services for finance, talent, legal, and IT
• Data systems management

These services enable our portfolio companies to do what they do best: Be mission-driven organizations for health care experts, by health care experts, to elevate patient care. For more details on our operating companies please visit: HCEsquared.com
Dermsquared - Dermatology education and publication platform - Dermsquared.com
CMEsquared - Developer of accredited continuing medical education - CMEsquared.org

The Essentials

This opportunity is only for those looking for a fast-paced startup environment. Let’s start with the essential qualities and values we are looking for in a candidate:

• Vision - the ability to zoom out, take a point of view on “What does good look like?” and passionately communicate this across and outside the organization
• Strategic problem solving - the ability to define how to get to the vision by breaking the opportunity or problem down into simple and executable strategies
• Accountability and collaboration - the ability to take ownership and be accountable for the outcome and motivate others to work effectively across the organization and set clear expectations
• Personal grit - the willingness and ability to dive into executional details

Job Description

Title: Conference Coordinator
Reporting to: Chief Experience Officer
Location: Remote with strong preference for Eastern and Central Time zones.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

HCESquared is seeking a conference team coordinator to provide direct support to the conference planning team. The Conference Coordinator will work with each of the team members and assist them with various components required to execute the logistics for each in-person or virtual conference. This includes managing registrant communications, building registration websites for each meeting, coordination of the creation of all printed materials, processing expenses, and other various tasks to support the conference team. The position will be part of the Events team which executes both in-person and virtual medical conferences.

Key Responsibilities

• Customer Support: Serve as the primary point of contact for attendees during the registration process, responding to inquiries via phone, email, or in person with professionalism and clarity.
• Cvent Registration Administration: Process cancellations, transfers, or refunds in the Cvent registration platform.
• Documentation: Assist in preparing speaker agreements and required documentation via Docusign, preparation of meeting materials, and processing speaker expenses.
• Report Generation: Compile daily registration reports.
• Meeting Material Prep: Assist in preparation of meeting material design, printing, and shipping for each conference.
• Scheduling: Coordinate internal meetings with relevant staff or planning calls with clinical advisors.
• Help process vendor invoices and expenses with the accounting department.

Qualifications and Skills

Required:

• 4-year degree from an accredited institution.
• At least 1 year of experience in a clerical, administrative, or customer service role.

Experience:

• Communication: Excellent verbal and written communication skills with a customer-focused attitude.
• Organization: Strong organizational skills with the ability to manage multiple tasks and deadlines efficiently.
• Attention to Detail: Exceptional accuracy in data management and document preparation.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Platform Technical Skills: Zoom, Teams, Cvent, Docusign, Salesforce, Project management software (Preference given if there is prior experience, otherwise training will be provided).
• Must be adept at learning new technical software and resourceful to self-teach to some degree.
• Problem solver with ability to be resourceful and solution-oriented.
• Ability to work independently and under tight timelines.
• Organized, creative, and efficient.
• Strong customer service orientation and ability to act diplomatically.
• Excellent oral and written communication skills.
• Ability to manage a variety of projects simultaneously.
• Ability to work during the evening and on a limited number of weekends for coverage of live events when scheduled.
• Ability to potentially travel to larger in-person events to support production team on-site.

Preferred

• Prior experience with Cvent registration platform preferred.
• Previous experience interfacing with physicians or healthcare professionals.

Salary Commensurate with Experience plus Benefits

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