Conference Manager

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

📋 Description

• Deliver top-tier support for conferences from initial planning to final execution.

• Oversee various technical conferences, trade shows, board meetings, and social gatherings throughout the year.

• Attend weekly meetings with the Director of Conference Management Operations and engage in Unit, Pod, Workshop, and All-Company discussions.

• Keep precise time records and manage conference information within company systems.

• Administer ClickUp boards, tasks, checklists, and project documentation.

• Foster relationships with conference leadership, clients, committees, and vendors.

• Set up and manage online paper submission and registration workflows.

• Compile and create content for conference proceedings.

• Develop comprehensive conference RFPs that include timelines, venues, suppliers, legal obligations, staffing, and budgets.

• Create and oversee conference budgets, timelines, priorities, and project deliverables.

• Conduct site inspections and coordinate with venue management, caterers, exhibit designers, contractors, and other vendors.

• Plan room configurations, menus, food and beverage options, volunteer staffing, and overall conference logistics.

• Market and sell sponsorship, booth, and exhibition space to exhibitors and partners.

• Prepare delegate packets, name badges, and event materials.

• Coordinate marketing efforts, public relations, branding, print materials, and social media campaigns.

• Resolve issues and supervise onsite registration, exhibits, meeting rooms, and event setup.

• Conduct post-conference evaluations, data entry, analysis, and sponsor reporting.

• Schedule and facilitate committee conference calls, document minutes, and track action items.

• Manage conference websites and social media channels, including regular content creation and updates.

⛳️ Requirements

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

• At least two years of experience in comprehensive event management or planning roles.

• Excellent communication, organizational, and client-facing abilities.

• Strong project management skills with the capability to handle multiple tasks and deadlines simultaneously.

• Proven problem-solving skills and resourcefulness.

• Knowledge of professional associations or nonprofit organizations.

• Willingness to travel domestically and internationally as required.

• Must possess, or be able to obtain, a passport.

• Ability to sit for extended periods at a desk and work on a computer.

• Must be able to lift up to 15 pounds occasionally.

• Capability to travel on long-haul flights.

• Proficient in company applications such as Gmail, ClickUp, Slack, Google Calendar, GoToMeeting, Cvent, Dropbox, Doodle, MailChimp, Last Pass, Skype, Survey Monkey, and ShareX.

• Understanding of the basic structure of IEEE and a commitment to staying updated on policies and contact lists.

🏝️ Benefits

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

• Health Flexible Spending Account (FSA) for qualifying health & wellness expenses.

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

• Unlimited flexible time off after the 90-day onboarding period.

• 14 paid company holidays.

• Optional Life and AD&D insurance.

• Individual professional development budget.

• Annual office discretionary budget.

• Annual swag store budget.

• Monthly gym membership reimbursement.