We’re seeking an experienced, take-charge professional with the ability to manage administration and logistics in support of our director in a busy conference environment. This person will assist with coordination of up to 15 conferences per year.
This individual should be an enthusiastic professional with a love for conference management, should consistently provide outstanding customer service, and be able to build strong relationships with internal and external customers.
The conference manager must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision. The manager must also be willing to work occasional evenings and weekends.
Conference Planning and Production:
Arrange food and beverages, order supplies, make travel arrangements, order conference signs, and ensure appropriate audio-visual services to meet the quality expectations of the organization.
Gather information on each project to achieve quality conference productions.
Conduct research, make site visits, and find resources to help staff make decisions about conference possibilities.
Create and revise room layouts for each conference.
Propose new ideas to improve the conference planning and implementation process.
Serve as liaison with vendors on conference-related matters. Assist with managing on-site production and clean-up for conferences as necessary.
Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc. throughout the year.
Close out all conferences as required. P romote and support brand identity through social media, web conferences, and member support.
Travel approximately once a quarter to attend conferences
Provide periodic progress reports to staff for each conference project.
Keep track of conference finances including check requests, invoicing, and reporting.
Handle conference registration, including confirmations and financial reconciliation.
Prepare and modify conference contracts as requested.
A ssist with web conferences, including scheduling, troubleshooting, and training staff as well as preparing post-conference audio files for the web.
Perform other clerical duties as needed, such as printing, filing, or photocopying.
M ay take on tasks outside the clerical realm as needed, such as running local business-related errands.
Create and maintain conference web sites
Excellent communication skills, including writing, proofreading, and speaking.
Excellent interpersonal skills, both in person and by phone, maintaining a high degree of professionalism.
Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
Ability to accomplish projects with little supervision.
Fantastic customer service ethic and high expectations for quality.
Bachelor’s degree preferred; significant work experience can substitute for the degree.
A t least 3 years’ experience with office administrative management.
2 to 3 years’ experience coordinating conferences.
Proficiency using the latest versions of Microsoft Word, Excel, PowerPoint, and Salesforce; experience setting up mail merges, managing email, and conducting web searches.