Junior Conference Manager
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Job Description
Junior Conference Manager delivering technical conferences, trade shows, and events for Conference Catalysts. Managing budgets, vendors, registration, content, and onsite execution.
Responsibilities:
- 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
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