Junior Conference Manager

Job not on LinkedIn

🔥 0 minutes ago

🐊 Florida – Remote

🐊 Florida – Remote

💵 $54.7k / year

⏰ Full Time

🟢 Junior

🎪 Events

👻 Ghost score 0%

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Conference Catalysts

WebsiteLinkedInAll Job Openings

11 - 50 employees

Founded 2006

💼 Consulting

📣 Marketing

🏨 Hospitality

Consulting • Marketing • Hospitality

Conference Catalysts is a full-service conference and operations management company serving professional associations. They plan and execute in-person, virtual, and hybrid events, provide operations and organizational management, and deliver integrated digital solutions including a fully-managed virtual/hybrid event platform (CONFlux), association websites (CATALYZE/SitePlex), and web/graphic design services. The company focuses on improving communication, operational efficiency, and attendee experience for association clients, and offers marketing, photography, and platform-based tools to support events and organizational needs.

📋 Description

• Support events from conception through completion, including technical conferences, trade shows, board meetings, and social events • Manage multiple conferences throughout the year • Meet weekly with the Director, Conference Management Operations, and Pod Leader to provide status updates, discuss time-sensitive items, quality control, and improvements • Attend and participate in weekly Unit, Pod, Unit Workshop, and All-Company meetings • Maintain accurate time records according to company policy • Demonstrate proficiency with Gmail, ClickUp, Slack, Google Calendar, Zoom, GoToMeeting, Cvent, Dropbox, Doodle, MailChimp, LastPass, Skype, SurveyMonkey, ShareX, and other company applications • Navigate the company’s internal file structure • Maintain knowledge of IEEE structure, policies, and contact lists • Manage ClickUp boards and keep conference tasks dated and up to date • Develop relationships with conference leadership and serve as a resource • Liaise with clients to determine conference requirements • Configure and manage online paper submission processes • Compile and produce conference proceedings content • Produce detailed RFPs covering timelines, venues, suppliers, legal obligations, staffing, and budgets • Communicate and maintain project timelines and priorities • Develop and manage event budgets, ensuring projects are completed on time and within budget • Ensure excellent customer service and quality delivery • Travel onsite for advance site inspections as necessary • Research markets to increase conference attendance and paper submissions • Coordinate with venues, caterers, exhibit designers, contractors, and other vendors • Plan room layouts, menus, and food and beverage for conference functions • Coordinate volunteer staffing and briefings • Sell sponsorship, stand, and exhibition space • Configure online registration sites and manage registration processing • Prepare delegate packs, name badges, and collateral • Liaise with marketing, PR, clients, and design staff to promote conferences and produce event materials • Coordinate suppliers, handle client queries, and troubleshoot during conferences • Oversee onsite setup of registration, exhibit, and meeting areas • Proactively troubleshoot issues throughout the conference planning cycle • Conduct post-conference evaluations, including data entry, analysis, and sponsor reports • Organize and express information concisely in written and verbal form • Schedule and facilitate committee conference calls, take detailed minutes, and facilitate action-item completion • Manage conference websites and maintain current, user-friendly content • Develop and maintain conference social media platforms and post content regularly • Follow conference operating manuals, company operating guidelines, mission, vision, core values, handbook, and evaluation procedures

🎯 Requirements

• Bachelor's degree in event management, business administration, management, communications, or related field, or relevant combination of education and experience • Minimum of two years of experience in full-scope event management or planning work • Strong communication, organization, and client-facing skills • Strong project management skills, with the ability to manage multiple tasks and deadlines • Demonstrated problem-solving ability and resourcefulness • Familiarity with professional associations or nonprofit organizations • Travel around 7–8 times per year, for 5–8 days each time • Estimated travel between 10–18% • Domestic and international travel is required • Must have, or have the ability to acquire, a passport • Prolonged periods of sitting at a desk and working on a computer • Must be able to lift up to 15 pounds at times • Must be capable of traveling on long-haul flights

🏖️ Benefits

• Comprehensive Medical, Dental & Vision Insurance (Full employee premiums covered by Conference Catalysts) • Health Flexible Spending Account (FSA) for eligible health & wellness expenses • 401(k) Retirement Plan following the 90-day onboarding period (Conference Catalysts matches dollar for dollar, up to 5% of employee deferrals) • Uncapped flex time off following the 90-day onboarding period • 14 paid company holidays • Voluntary Life and AD&D insurance • Individual professional development budget • Annual office discretionary budget • Annual swag store budget • Monthly gym membership reimbursement • Domestic and international travel opportunities/requirements