Junior Conference Manager

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

📋 Description

• Provide support for events from initial concept to final execution, which includes technical conferences, trade shows, board meetings, and social gatherings.

• Oversee multiple conferences throughout the year.

• Conduct weekly meetings with the Director of Conference Management Operations and the Pod Leader to share status updates and discuss urgent matters, quality control, and potential improvements.

• Participate in weekly Unit, Pod, Unit Workshop, and All-Company meetings.

• Ensure accurate timekeeping in accordance with company policies.

• Exhibit proficiency in Gmail, ClickUp, Slack, Google Calendar, Zoom, GoToMeeting, Cvent, Dropbox, Doodle, MailChimp, LastPass, Skype, SurveyMonkey, ShareX, and other company software applications.

• Navigate the company’s internal file structure effectively.

• Maintain familiarity with IEEE structure, policies, and contact directories.

• Manage ClickUp boards, keeping conference tasks organized and timely.

• Build relationships with conference leadership and act as a resource.

• Collaborate with clients to identify conference requirements.

• Set up and manage online paper submission processes.

• Compile and produce content for conference proceedings.

• Create detailed RFPs that cover timelines, venues, suppliers, legal obligations, staffing, and budget considerations.

• Communicate and uphold project timelines and priorities.

• Develop and oversee event budgets, ensuring timely and cost-effective project completion.

• Ensure top-notch customer service and quality delivery.

• Travel onsite for advance site assessments as necessary.

• Research markets to boost conference attendance and paper submissions.

• Coordinate with venues, caterers, exhibit designers, contractors, and other vendors.

• Plan room setups, menus, and food and beverage options for conference functions.

• Organize volunteer staffing and conduct briefings.

• Sell sponsorship, stand, and exhibition space.

• Configure online registration platforms and manage the registration process.

• Prepare delegate packs, name badges, and promotional materials.

• Collaborate with marketing, PR, clients, and design teams to promote conferences and produce event materials.

• Coordinate with suppliers, address client inquiries, and resolve issues during conferences.

• Oversee the onsite setup of registration, exhibit, and meeting areas.

• Proactively address issues throughout the conference planning process.

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

• Organize and convey information clearly in both written and verbal formats.

• Schedule and facilitate committee conference calls, take detailed minutes, and ensure completion of action items.

• Manage conference websites, ensuring content is current and user-friendly.

• Develop and sustain conference social media profiles, posting content regularly.

• Adhere to conference operating manuals, company procedures, mission, vision, core values, handbook, and evaluation processes.

⛳️ Requirements

• A 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.

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

• Excellent project management skills, with the ability to juggle multiple tasks and deadlines.

• Proven problem-solving skills and resourcefulness.

• Familiarity with professional associations or nonprofit organizations.

• Willingness to travel approximately 7–8 times per year, for durations of 5–8 days each trip.

• Estimated travel commitment of 10–18%.

• Domestic and international travel is necessary.

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

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

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

• Must be capable of undertaking long-haul flights.

🏝️ Benefits

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

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

• 401(k) Retirement Plan available after the 90-day onboarding period (with Conference Catalysts matching dollar for dollar, 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 budget for professional development.

• Annual discretionary budget for office needs.

• Annual budget for branded merchandise.

• Monthly reimbursement for gym memberships.

• Opportunities and requirements for domestic and international travel.