Conference Senior Coordinator

Smithbucklin; Washington (District of Columbia); Hybrid; USD 74,000 - 84,000; Full time

Job summary

Smithbucklin, a 650-person, employee-owned professional services company, is seeking an Event Services Conference Senior Coordinator to join the Event Services unit in Washington or Chicago.

You will lead the overall delivery of meetings and events for a group of clients, manage end-to-end logistics, budgets, housing, AV, and vendor relationships, while guiding teams to achieve client goals.

Qualifications

• Bachelor's degree from an accredited four-year institution or equivalent experience.
• 5+ years relevant professional experience.
• Proficiency with Microsoft Office Suite.

Responsibilities

• Develops and implements meeting and event components of event strategy and delivery.
• Manages end-to-end logistical management of conferences and site visits.
• Oversees budgets, housing plans, and supplier coordination including AV and venues.

Skills

Event management

Communication

Travel coordination

Leadership

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Smithbucklin, a 650-person, employee-owned professional services company with more than 70 years of success serving the association market, with primary offices in Chicago and Washington, D.C., is looking for a Event Services Conference Senior Coordinator to join our Event Services unit in our Washington or Chicago office.

Our Event Services unit provides meeting, conference , event and trade show management worldwide through the expertise of our meeting professionals, who manage every facet and detail of our client organizations' events. Our goal is to work closely with a client organization's leaders to create an enjoyable conference experience for all attendees, exhibitors and sponsors, while ensuring a successful outcome based on the organizations' event objectives.

At Smithbucklin, we embody a culture driven by optimism, ambition, expertise, and thoughtfulness, where every team member is empowered to exceed expectations and deliver exceptional results for our clients. Join us in shaping the future of association management, where our values serve as the cornerstone of our success.

What You Will Do…

In this role, you will be accountable for leading the overall delivery of meetings and events for a group of clients. The Conference Senior Coordinator acts as a meeting and event specialist and develops and implements meeting and event components of event strategy and delivery. This role is accountable and responsible for meeting and event project management, financial management, team management, and oversight of all aspects of meeting and event delivery for assigned clients.

• Develops event strategies, solutions, and innovations that are tailored and relevant to client needs to support the overall event strategy and achievement of event outcomes.
• Supports future year site selection strategy.
• Develops and manages cross-unit project plan and Schedule of Events including end-to-end logistical management of conferences, conducts planning meetings and site visits for the event team.
• Manages event project scope, identifying issues and developing contingency plans.
• Proactively communicates project status, program deadlines, identifying any areas of concern and addresses issues to ensure convention outcomes are met.
• Manages financials including developing budgets, tracking against budget and forecast and overseeing ongoing monthly financial reconciliation and final billing.
• Determines Housing plan and blocks, oversees housing dashboard for ongoing tracking and reporting to track performance, takes actions to address housing trends as needed.
• Develops meeting space floor plan and assigns meeting space.
• Partners with Education and Marketing to design and develop general session programming and staging
• Creates food and beverage plans, grid and specifications while ensuring accurate BEOs and F&B guarantees.
• Oversees Audio Visual requirements and vendor analysis, selects vendor and negotiates contracts.
• Oversees third party supplier needs (DMC, temporary staffing, transportation, housing, registration) and coordination, leads RFP processes and ensures high quality supplier relationships and service delivery.
• Manages all aspects of special events and networking sessions.
• Manages volunteer event planning committees and communications
• Manages and oversees all aspects for on-site preparation and delivery including staff travels plans, creation of on-site requirements and support documentation, VIP management, risk management
• Contributes to overall team success by identifying problems and proactively seeking out methods to improve self-performance and/or efficiency of an operation or task.
• Facilitates continuous communication between Smithbucklin units, clients, attendees and suppliers to meet the needs of client organizations.
• Manages weekly event reporting dashboard to client

This Role Might Be for You If…

• You love events and meeting space, you possess strong knowledge of industry terminology.
• You love innovation and coming up with new and interesting ways of doing things
• You love to multi-task, have strong time management skills and are known for your ability to prioritize effectively and flex when needed
• You are proactive, with a default towards taking action
• You thrive in pulling people together for a greater cause, eliciting cooperation from and inspiring clients, colleagues and suppliers
• When presented with a problem, you demonstrate a positive attitude, eagerness and open-mindedness towards solution seeking
• You possess intellectual curiosity, are a continuous learner and seek to understand the “why and how”
• You possess strong written and oral communication skills
• You have strong interpersonal skills and a high degree of responsibility, initiative and professionalism
• You possess familiarity with venues, facilities and conventions centers
• You have the ability to travel 25%, both domestic and international, and work overtime as needed to attend events and client meetings (may include weekends)

Basic Qualifications

• Bachelor's degree from an accredited four-year institution or equivalent experience
• 5+ years relevant professional experience

Preferred Qualifications

• 5 year+ of experience in an event planning environment is a plus
• Proficiency with basic computer programming, including the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Where Do You Fit?

Whether you are just beginning your career or are a mid- or senior-level professional, working at Smithbucklin will offer you countless opportunities to develop transferrable skills, acquire meaningful knowledge and gain rich experiences at an accelerated pace. By working collaboratively with smart, ambitious, multi-talented, genuine and hardworking colleagues, you will build meaningful, deep and enduring relationships that will serve you well throughout your career, regardless of your chosen path. In addition, as a 100 percent employee-owned company, Smithbucklin offers all of our people – regardless of position or compensation – an equal chance to experience the fulfillment and reap the benefits of ownership. As owners, our employees control the destiny of Smithbucklin and are unified in the goal of building a great, enduring company.

Smithbucklin is a hybrid work environment with in-office days established as Monday, Tuesday, and Thursday. Employees will work a standard 40-hour week, with the possibility of additional hours based on project deadlines.

Smithbucklin considers several factors when determining compensation, including a candidate's recent coursework, training, experience, and certifications, among other considerations. The expected pay for this role will be $74,000 – $80,000 for Chicago and $78,000 – $84,000 for Washington DC.

At Smithbucklin, Equal Employment Opportunity is our commitment and goal. All qualified candidates will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other protected status designated by federal, state or local law. Applicants are encouraged to confidentially self-identify when applying. Employment is contingent upon successful completion of a reference and background investigation based on position.

Smithbucklin will not sponsor applicants for work visas and as a precondition of employment, you must be authorized to work in the United States permanently.