Conference and Events Coordinator

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

📋 Description

• Oversee comprehensive conference operations for an annual schedule of 10 to 12 events.

• Manage logistics for booths, including shipping, vendor coordination, swag and giveaway procurement, as well as travel for staff and Educator Fellows.

• Monitor sponsorship deliverables and timelines.

• Investigate display and signage options, vendors, and associated costs, coordinating booth design with the creative team.

• Create engaging booth experiences and giveaways, such as the Educator Box.

• Organize recognition moments within the educator community.

• Promote first-time educator sign-ups and activations through on-site demonstrations and interactive experiences.

• Collaborate with marketing on outreach efforts before and follow-up activities after events.

• Implement badge scanning, de-duplicate contacts, and upload data to the CRM.

• Generate post-event reports that track reach, engagement quality, and new user metrics.

• Route contacts to the appropriate follow-up processes.

• Maintain conference timelines using Asana.

• Monitor budgets against actual expenditures and reconcile costs.

• Explore new event opportunities based on audience alignment and educator reach.

• Manage planning activities from approximately 12 weeks before each event to 30 days after, often handling two to three events concurrently.

• Report directly to the Educator Engagement Lead.

⛳️ Requirements

• 3 to 5 years of experience managing event, trade show, or conference operations from start to finish.

• Proven experience handling exhibitor kits, decorator orders, shipping, and on-site logistics.

• Demonstrated ability to meet deadlines across multiple events simultaneously, utilizing a project management tool such as Asana, Monday, Trello, or an advanced spreadsheet.

• Proficient in communicating via phone and email with decorators, venues, publishers, hotels, and freight carriers.

• Strong, concise written communication skills.

• Accurate management of order forms, card authorizations, receipts, and budget reconciliation.

• Remote and self-motivated, with dependable availability that overlaps with Eastern and Pacific time zones.

• Willingness to travel to 2 to 4 shows annually for on-site assistance (approximately 10 to 15 percent of the time).

• Experience in EdTech, K-12, or education conferences is a plus.

• Familiarity with sourcing booth displays, graphics, or signage, or collaborating with a creative team on event materials is advantageous.

• Experience with lead retrieval and post-event lead management workflows is beneficial.

• Knowledge of swag and print vendor management is a plus.

• Comfort with AI tools like Claude or ChatGPT is a plus.

🏝️ Benefits

• Temporary W2 position for a duration of 6 months, with the potential for extension.

• 35 to 40 hours of work per week.

• Opportunity to travel to 2 to 4 shows each year for on-site support.