Conference Manager

Reports to: VP, Conference Management Operations

Location: Remote in the US

Job Type: Full-time, exempt, salary

Summary of Position:

The Conference Manager provides high-level support of conferences from conception through to completion. Conferences include technical conferences, trade shows, board meetings, and social events. The role of Conference Manager is hands-on and often involves working as part of a team and varies highly depending on the specific client and type of conference. Conference Managers are principally responsible for managing multiple conferences throughout the year. Conference Managers are responsible for being an independent leader within the Conference Management Unit and assisting with others’ growth in the unit.

Performance Evaluation:

Formal evaluations will be conducted in 6-month intervals by the Director -Conference Management Operations to assess job performance.

Responsibilities and Duties:

• 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. Ensure boards and cards contain complete information, checklists, etc. so anyone can seamlessly step in and help with tasks as required.
• 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.
• Coordinate volunteer staff requirements and volunteer staff briefings.
• 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.

Required Experience, Skills, and Education:

• Bachelor's degree in event management, business administration, management, communications, or related field. Or relevant combination of education and experience.
• 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.

Travel Requirements:

• Travel for this position will be around 7-8 times per year, for a length of 5-8 days each time.

• Estimated travel between 10 - 18%
• Domestic and international travel is required. Must have, or have the ability to acquire, a passport.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Must be capable of traveling on long-haul flights.

Compensation and Benefits:

• Compensation is commensurate with skills, education, and experience starting at $63,000/year.
• Comprehensive Medical, Dental & Vision Insurance (Full employee premiums covered by Conference Catalysts).
• Health Flexible Spending Account (FSA) for eligible health & wellness expenses.
• 401(k) Retirement Plan following the 90-day onboarding period (Conference Catalysts matches dollar for dollar, up to 5% of employee deferrals).
• Uncapped flex time off following the 90-day onboarding period.
• 14 paid company holidays.
• Voluntary Life and AD&D insurance.
• Individual professional development budget.
• Annual office discretionary budget.
• Annual swag store budget.
• Monthly gym membership reimbursement.