Associate Conference Manager

This is a fully remote position, open to applicants in Florida.

📋 Description

• Assist Conference Managers and the Director of Conference Management Operations in overseeing conferences from initial planning to final execution

• Provide weekly updates on progress, address urgent matters, conduct quality-control assessments, and identify opportunities for process enhancements

• Actively participate in Unit, team, workshop, and all-company meetings

• Keep accurate time records in accordance with company policy

• Manage ClickUp boards, tasks, checklists, timelines, and priorities associated with each conference

• Build relationships with conference leadership and act as a liaison with clients regarding their conference needs

• Set up and manage online processes for paper submissions and registration

• Compile content for conference proceedings

• Create comprehensive requests for proposals that cover timelines, venues, suppliers, legal obligations, staffing, and budgets

• Develop and rigorously manage conference budgets, ensuring all project components stay on schedule and within budget

• Conduct market research to enhance conference attendance and paper submissions

• Coordinate with venues, caterers, exhibit designers, contractors, suppliers, and additional vendors

• Organize room layouts, menus, food and beverage services, volunteer staffing, and briefings

• Sell sponsorships, exhibition space, and stands to prospective exhibitors and partners

• Prepare delegate packs, name badges, and conference materials

• Oversee marketing, public relations, design, branding, printed materials, and social media promotion

• Coordinate with suppliers, manage client inquiries, and troubleshoot issues during conferences

• Supervise the onsite setup of registration, exhibit spaces, and meeting rooms

• Conduct post-conference evaluations, including data entry, analysis, and sponsor reports

• Schedule and facilitate committee conference calls, taking detailed minutes and ensuring action items are completed

• Maintain up-to-date, user-friendly conference websites and develop social media platforms with regular content updates

⛳️ Requirements

• Bachelor's degree in event management, business administration, management, communications, or a related field, or an equivalent combination of education and experience

• Excellent communication, organizational, and client-facing abilities

• Strong project management capabilities, with the capacity to handle multiple tasks and deadlines

• Proven problem-solving skills and resourcefulness

• Familiarity with professional associations or nonprofit organizations

• Proficiency in Gmail, ClickUp, Slack, Google Calendar, Zoom, Cvent, MailChimp, Last Pass, Survey Monkey, ShareX, and other relevant applications

• Understanding of the basic structure of IEEE and the ability to stay informed about all policies while maintaining an updated contact list

• Domestic and international travel required, approximately 7–8 times per year for 5–8 days each trip

• Must currently hold, or have the ability to obtain, a passport

• Must be able to lift up to 15 pounds occasionally

• Must be capable of undertaking long-haul flights

🏝️ Benefits

• Comprehensive Medical, Dental & Vision Insurance (full employee premiums covered by Conference Catalysts)

• Health Flexible Spending Account (FSA) for eligible health and wellness expenses

• 401(k) Retirement Plan after the 90-day onboarding period, with dollar-for-dollar matching up to 5% of employee contributions

• Unrestricted flexible time off following the 90-day onboarding period

• 14 paid company holidays

• Voluntary Life and Accidental Death & Dismemberment (AD&D) insurance

• Individual professional development budget

• Annual discretionary office budget

• Annual swag store budget

• Monthly gym membership reimbursement