Remote Conference Manager: End-to-End Events Lead

Conference Catalysts; Orlando (FL); Hybride; USD 57 000 - 69 000; Plein temps

Avantages offerts par ce poste

Medical, Dental & Vision Insurance (em

Health FSA

401(k) Retirement Plan with match

Uncapped flex time off

14 paid company holidays

Voluntary Life and AD&D insurance

Résumé du poste

Conference Catalysts is seeking a Conference Manager to provide high-level support from conception through completion for technical conferences, trade shows, board meetings and social events. The role is hands-on, often as part of a team, and varies by client and conference type.

You will lead conferences, manage budgets and timelines, liaise with leadership and vendors, and ensure excellent customer service.

Qualifications

• Bachelor's degree in event management, business administration, management, communications, or related field.
• Minimum of two years of experience in full-scope event management or planning work.
• Strong communication, organization, and client-facing skills.
• Strong project management skills, with the ability to manage multiple tasks and deadlines.
• Demonstrated problem-solving ability and resourcefulness.
• Familiarity with professional associations or nonprofit organizations.

Responsabilités

• Meet weekly with Director, Conference Management Operations to provide status updates, discuss time-sensitive items that require completion, address quality control checks, and discuss improvements that should be made.
• Attend weekly Unit meetings and actively participate in discussions on items of importance and process/systems improvement.
• Attend weekly Pod meetings and actively participate in discussions on items of importance and process/systems improvement.
• Attend and participate actively in Unit Workshops.
• Attend and participate actively in All-Company meetings.
• Maintain accurate time records according to company policy, to track support requirements for each client.
• Use adopted Company applications: Gmail, ClickUp, Slack, Google Calendar, GoToMeeting, Cvent, Dropbox, Doodle, MailChimp, Last Pass, Skype, Survey Monkey, ShareX, and others.
• Demonstrate mastery in the ability to seamlessly navigate the company internal file structure.
• Demonstrate knowledge proficiency of the basic structure of IEEE, keeping current on all policies and keeping updated contact lists.
• Manage ClickUp boards effectively for each conference, keeping tasks dated and up-to-date.
• Develop and foster relationships with Conference leadership: General Chairs, Technical Program Chairs, Organizing Committee, becoming an invaluable resource.
• Liaise with clients to ascertain their precise conference requirements.
• Configure and manage online paper submission process.
• Compile and produce conference proceedings content.
• Produce detailed RFP for conferences (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets).
• Communicate and maintain timelines and priorities on every project.
• Develop, update, and actively manage conference budgets.
• Manage all project elements within time limits and on budget.
• Ensure excellent customer service and quality delivery.
• Travel onsite to perform advance site inspection, as necessary.
• Research markets to identify opportunities for conference attendance growth and increase paper submissions.
• Coordinate with venue management, caterers, exhibit designers, contractors and other vendors, as necessary.
• Plan room layouts for conference sessions, workshops, demonstrations, and social events.
• Plan menus and order food & beverage for conference functions.
• Sell sponsorship/stand/exhibition space to potential exhibitors/partners.
• Configure online registration sites and manage conference registration processing.
• Prepare delegate packs, name badges and collateral.
• Liaise with marketing and PR colleagues to promote the conference.
• Liaise with clients and internal design staff to create a brand for the conference and organize the production of tickets, posters, catalogues and sales brochures, plus social media coverage.
• Coordinate suppliers, handle client queries and troubleshoot on the day of the conference to ensure that all runs smoothly.
• Oversee onsite set up of registration area, exhibit area, and meeting rooms.
• Demonstrate proactive approach to handling issues and troubleshooting any emerging problems throughout the entire conference planning cycle.
• Carry out post-conference evaluation (including data entry and analysis and producing reports for conference sponsors).
• Organize and clearly express information in concise written and verbal form and work with diverse contacts from around the world.
• Schedule and facilitate conference calls with Conference committees, taking detailed minutes. Facilitate action item completion.
• Manage conference websites, ensuring the websites always include the most current content and are user-friendly.
• Develop and maintain Conference social media platforms, drafting and posting content regularly.

Connaissances

Strong communication

Organizational skills

Client-facing

Project management

Problem-solving

Nonprofit familiarity

Formation

Bachelor's degree in events/management/related field

Outils

Gmail

ClickUp

Slack

Google Calendar

GoToMeeting

Cvent

Dropbox

Doodle

MailChimp

LastPass

Skype

SurveyMonkey

ShareX

Description du poste

Conference Catalysts is seeking a Conference Manager to provide high-level support from conception through completion for technical conferences, trade shows, board meetings and social events. The role is hands-on, often as part of a team, and varies by client and conference type.

You will lead conferences, manage budgets and timelines, liaise with leadership and vendors, and ensure excellent customer service.