Temporary Conference Administrator

Job Summary

The overall purpose of this position is to support the Signal Processing Society conference business. The incumbent in this position is primarily responsible for assisting the volunteer organizers in the conference timeline from proposal to completion. They will also assist with some light copywriting, contact list formatting, and data entry for society marketing. The role typically reports to the Senior Manager, Conferences and manages 0 direct reports.

Key Responsibilities

• Maintain conference task tracking sheet and follow up for items as needed;
• Maintain conference data collection sheet and follow up for data from conference organizers as needed ;
• Assist in the intake, manage and communicate the review workflow and process of all conference sponsorship requests through to completion;
• Assist with investigations of issues with conferences, and follow-up to ensure resolution;
• Ensure timely updates of key conference indicators;
• Assist with logistics for conferences, upon request;
• Update and maintain the conference calendar of important dates and updates to the conference web pages;
• Occasionally assist with light copywriting and editing for web pages and email campaigns;
• Regularly assist with contact list formatting and data entry, upon request.

Support for Conference Organizers

Assist volunteer organizers to ensure that all IEEE and Society administrative requirements are complete and executed promptly, including but limited to:

• Request and assist in the development of preliminary, amended, and final budgets;
• Review proposals, provide feedback, and communicate final decision;
• Submission of contract review and work with leadership to address comments and facilitate the approval process;
• Secure interim and post-event status reports and data from conference organizers;
• Monthly review of conferences to ensure appropriate milestones and deadlines are adhered to;
• Review Registration Forms and websites to ensure that information is accurate and current;
• Assistance with Call For Papers and other promotional/marketing preparation.

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• 2-4 years of conference-related administrative experience preferred

Skills and Requirements

• Advanced customer service, organizational, and administrative skills with the ability to handle multiple projects and deadlines.
• Ability to work independently and take initiative to solve problems.
• Good oral and written communication skills.
• Proficiency in MS Office applications (Word, Excel) and Google Suite (Gmail, Drive, Docs, Sheets).
• Proficiency in HubSpot, a plus.
• Experience with marketing or business writing, a plus.
• Knowledge of basic budgeting is highly desirable.
• Although this is not a conference planning job, having such skills and experience would be useful.