The Conference Manager works with internal staff, co-hosts and other external groups, to execute all components of the virtual and in-person hosted conferences. This includes conference management, contract creation and negotiation, managing co-host relationships, planning, budgeting, faculty reservation and coordination, registrations, administrative staff, registrant communication, and attendee support. This position partners with internal and external stakeholders (Company President, Speakers, Web Content Lead, Industry Associations, travel agency, etc.) to ensure all virtual and in-person conference needs are met.
Principal Duties and Responsibilities
Responsible for full-service event management; own execution and implementation of assigned events with a strong sense of accountability and independence.
Provide day-to-day planning, preparation and project management for multiple events simultaneously.
Collaborate with internal staff to develop event budgets, manage applicable expenses, oversee collection of registration, and meet/exceed conference registration, revenue and budget goals for all events.
Negotiate conference related contracts proactively with value and financial risk in mind; manage relationships and performance.
Oversee and manage conference coordinator/administrative assistant and co-host volunteer staff at the conference.
Partner with internal staff to provide web deliverables including event web page creation, preparation of marketing materials, social media promotions and attendee communication.
Provide high-touch customer service to internal and external customers; use personal judgment to enhance customer experience; resolve/escalate risks and challenges appropriately.
Manage conference preparation including attendee materials, supplies ordering and packing/shipping of event materials.
Deliver post conference reports with analysis including attendee/co-host feedback, goal attainment and recommendations for future event improvements. Ensure that conference project plans have seamless turnover by maintaining complete files and meaningful notes.
Create and manage attendee testing and evaluation reports to ensure full compliance is achieved and delivery of reports to internal staff.
Manage travel support for speakers including working with outside travel agency, applying for Visas and providing speakers with travel documentation.
Knowledge, Skills & Abilities
Strong project management skills using Asana or very similar project planning tool. Must be organized, keep detailed notes and update conference projects daily as this will be used by internal team for conference assignments and status.
Strong interpersonal communication (verbal, nonverbal and written) skills, including explaining key information fully and concisely, active listening, ability to facilitate meetings, diplomacy to interact with a variety of personalities/resolve conflict and ability to express ideas/convey information effectively.
Attention to detail and high degree of accuracy.
Ability to work independently with minimal supervision but great personal accountability. If a task is assigned, must be self-accountable and complete the task without needing to be reminded.
Comprehensive knowledge/experience in conference planning, including site selection, contract negotiation, budget/expense management, F&B, AV, accommodation block negotiation, and execution.
Ability to manage multiple projects with competing and changing priorities and deadlines.
A forward thinking mindset with a focus on constant improvement, efficiencies and ability to anticipate potential issues and solutions.
Comfort with change, ambiguity and uncertainty; and an unflappable style that can handle high pressure situations.
Positive attitude with a team-first outlook and customer-first approach.
Familiarity/experience with virtual meeting technology, project management tools (Asana), Zoom, and Microsoft Office suite. Web content management system, Vimeo, Survey Monkey, and CRM system experience a plus.
Experience in managing and leading conference support staff to ensure all aspects of the conference is executed correctly.
Minimum of five (5) years’ experience in conference management of 100+ attendee and 10+ conferences annually, 1+ year of management of team.
Demonstrated experience in project management and leading a team to achieve project goals and deliverables.
Basic understanding of how conferences work from both planner and supplier perspective; and how to be an attendee/plan with the attendee in mind.
Ability to view and execute conferences from both a high level, global view to a tactical level.
Occasional work on weekend for conference support.
Remote position – Must have a dedicated home office in order to conduct meetings with Hosts/Co-Hosts and vendors. Computer with required software will be provided by the company.
College degree preferred, or equivalent position experience.
Employment Status. Compensation, Benefits
Full time – 40 hours
Flexible work schedule
Remote position, but does require weekly, in person meetings with staff in Denver and some additional in person meetings upon request.
Paid Vacation/Major Holidays
Please submit both a cover letter detailing how your experience and skills meet the needs of this role, along with your resume.