Conference Support Coordinator

KENTUCKY SOCIETY OF ASSOCIATION EXECUTIVES INC; United States; Remote; USD 40,000 - 80,000; Full time

Job summary

An innovative organization is seeking a detail-oriented Conference Support Coordinator to assist in planning and executing global conferences. This role is crucial for managing speaker and exhibitor relations, ensuring seamless event delivery, and providing logistical support. The ideal candidate will possess exceptional organizational and communication skills, thrive in a collaborative environment, and be adept at using various event management platforms. Join a dedicated team committed to excellence and make a significant impact in the world of professional events.

Qualifications

• 2+ years of experience in conference or event coordination is preferred.
• Proficiency with association management systems is a plus.

Responsibilities

• Manage speaker selection and logistics for multiple conferences.
• Coordinate sponsor and exhibitor communications and registrations.
• Provide administrative support to executive leadership.

Skills

Customer Service

Organizational Skills

Communication Skills

Attention to Detail

Time Management

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Cadmium

Whova

Jotform

Constant Contact

Cvent

Job description

Conference Support Coordinator

The Professional Background Screening Association (PBSA) is seeking a detail-oriented and highly organized Conference Support Coordinator to assist in the planning, logistics, and execution of multiple global conferences throughout the year. This role plays a vital part in supporting speaker coordination, exhibitor and sponsor engagement, and the implementation of event technologies to ensure seamless event delivery. Working with other PBSA team members and our association members, this individual will need a service-first attitude, be able to work both independently and as part of the team and demonstrate urgency and resourcefulness.

Position Type: Full-Time
Reports To: Director of Conferences
Location: US-Based - Remote

Key Responsibilities:

Speaker & Program Management

• Manage the full speaker selection process, from proposal collection to peer review and final selection
• Coordinate speaker communications, support logistics, and collect final presentations
• Confirm speaker registrations and ensure compliance with event requirements

Sponsor & Exhibitor Management

• Distribute attendee lists to sponsors and exhibitors
• Confirm exhibitor representative registrations for events
• Track sponsor/exhibitor payments and ensure deliverables are met
• Maintain prospectus, contracts, and manage sponsor onboarding tasks in Cadmium and Whova
• Coordinate with communications team to ensure accurate sponsor recognition

Registration & Logistics Support

• Provide registration back-up support for all events
• Maintain and track key history documents (hotel pick-up, registration numbers)
• Monitor incoming conference shipments and coordinate with trade show decorator
• Submit RFPs for venues and support strategic planning logistics

Onsite & Digital Experience Support

• Attend conferences/events as needed
• Develop content for digital signage and social media kits
• Manage the Ambassador volunteer process
• Finalize and distribute post-event surveys for all events
• Assist with printed program review and accuracy

Technology & Platform Coordination

• Manage updates to conference websites and mobile app development
• Administer platforms such as Cadmium, Whova, Jotform, Constant Contact, Impexium, and Cvent
• Create and manage discount codes and member access in event platforms

Administrative

• Provide administrative assistance to the executive leadership to support normal business operations
• Maintain a thorough understanding of the industry and communicate effectively to those interested in the profession and getting involved
• Process payments, credits and any other receivables

Interested parties are asked to submit their resume and covering letter to [e-mail] by May 22, 2025.

Required Skills:

• Exceptional customer service skills, including the ability to respond to members, internal staff and others in a timely, professional, knowledgeable, and friendly manner
• Good diction, grammar, and vocabulary,in both verbal and written usage with the ability to organize, structure, and communicate information and ideas clearly
• Excellent organizational skills with consistent attention to detail
• Ability to prioritize and complete multiple tasks within deadlines with minimal supervision

Preferred Knowledge, Skills and Abilities:

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proficiency with association management and related operations systems. The Association currently uses Impexium, Cvent, Cadmium, Whova, Monday.com, Jotform, Canva, and Constant Contact
• Knowledge of general office methods, procedures, practices and equipment

Preferred Qualifications:

• 2+ years of experience in conference or event coordination
• Experience working with associations or non-profits

Additional Information:

PBSA is an exceptional small team that works well independently and collaboratively. As with most small teams, it’s important that all team members are willing to be flexible and help in additional areas. This description in no way states or implies that these are the only duties to be performed by the individual(s) in this position. Individual(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the individual will possess the skills, aptitudes and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.