Associate Conference Manager

About Conference Catalysts:

What started over 20 years ago as a company with a simple goal to become a respected conference management company has grown and evolved to become something with a much greater reach and impact. At Conference Catalysts we have an exceptional team of professionals who are dedicated to making our clients’ lives easier, optimizing the way our organizations operate, and creating life-long relationships through exceptional customer service and innovative software solutions. Come see what it’s like to be a ConfCat!

Reports to: Assigned Team Lead

Location: Remote in the U.S.

Job Type: Full-time, exempt, salary

Summary of Position:

The Associate Conference Manager provides support and assistance to Conference Managers and to the Director – Conference Management Operations, in the successful management of conferences from conception through to completion. This position is designed to lead into the Junior Conference Manager role within the Conference Management Unit.

Performance Evaluation:

Formal evaluations will be conducted in six-month intervals by your assigned Team Lead to assess job performance.

Responsibilities and Duties:

• Meet weekly with Director, Conference Management Operations to provide status updates, discuss time-sensitive items that require completion, address quality control checks, and discuss improvements that should be made.
• Attend weekly Unit meetings and actively participate in discussions on items of importance and process/systems improvement.
• Attend weekly team meetings and actively participate in discussions on items of importance and process/systems improvement.
• Attend and participate actively in Unit Workshops.
• Attend and participate actively in All-Company meetings.
• Maintain accurate time records according to company policy, to track support requirements for each client.
• Demonstrate proficiency in the use of Company applications: Gmail, ClickUp, Slack, Google Calendar, Zoom, Cvent, MailChimp, Last Pass, Survey Monkey, ShareX, and others.
• Demonstrate knowledge proficiency of the basic structure of IEEE, keeping current on all policies and keeping an updated contact list.
• Work with Conference Managers as directed, to assist with the following:
• • Manage ClickUp boards for each conference, keeping tasks dated and up-to-date. Ensure boards and tasks contain complete information, checklists, etc. so anyone is able to seamlessly step in and help with tasks as required.
  • Develop and foster relationships with Conference leadership: General Chairs, Technical Program Chairs, Organizing Committee, becoming an invaluable resource.
  • Liaise with clients to ascertain their precise conference requirements.
  • Configure and manage the online paper submission process.
  • Compile and produce conference proceedings content.
  • Produce detailed RFP for conferences (e.g. timelines, venues, suppliers, legal obligations, staffing, and budgets).
  • Communicate and maintain timelines and priorities on every project.
  • Develop and actively manage conference budgets.
  • Manage all project elements on schedule and on budget.
  • Research markets to identify opportunities for conference attendance growth and increased paper submissions.
  • Coordinate with venue management, caterers, exhibit designers, contractors, and other vendors, as necessary.
  • Plan room layouts for conference sessions, workshops, demonstrations, and social events.
  • Plan menus and order food & beverage for conference functions.
  • Coordinate volunteer staff requirements and volunteer staff briefings.
  • Sell sponsorship/stand/exhibition space to potential exhibitors/partners.
  • Configure online registration sites and manage conference registration processing.
  • Prepare delegate packs, name badges, and collateral.
  • Liaise with marketing and PR colleagues to promote the conference.
  • Liaise with clients and internal design staff to create a brand for the conference and organize the production of tickets, posters, catalogs, and sales brochures, plus social media coverage.
  • Coordinate suppliers, handle client queries, and troubleshoot on the day of the conference to ensure that all runs smoothly.
  • Oversee onsite setup of the registration area, exhibit area, and meeting rooms.
  • Demonstrate a proactive approach to handling issues and troubleshooting any emerging problems throughout the entire conference planning cycle.
  • Carry out the post-conference evaluation (including data entry and analysis and producing reports for conference sponsors).
  • Schedule and facilitate conference calls with Conference committees, taking detailed minutes. Facilitate action item completion.
  • Managing Conference websites, ensuring the website is always current and user-friendly.
  • Develop and maintain Conference social media platforms, drafting and posting content regularly.

Required Experience, Skills, and Education:

• Bachelor's degree in event management, business administration, management, communications, or related field. Or relevant combination of education and experience.
• 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 Requirements:

• Travel for this position will be around 7-8 times per year, for a length of 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.

Physical Requirements:

• 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.

Compensation and Benefits:

• Compensation is commensurate with skills, education, and experience starting at $47,175/year.
• 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.