Junior Conference Manager

About Conference Catalysts:

What started almost 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: CEO (interim)

Location: Remote in the US

Job Type: Full-time, exempt, salary

Summary of Position:

The Junior Conference Manager provides support of events from conception through to completion. Conferences include technical conferences, trade shows, board meetings, and social events. The role of Junior Conference Manager is hands-on and often involves working as part of a team and varies highly depending on the specific client and type of conference. Junior Conference Managers are principally responsible for managing multiple conferences throughout the year.

Performance Evaluation:

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

Responsibilities and Duties:

- Meet weekly with Director, Conference Management Operations and Pod leader 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 Pod meetings and actively participate in discussions on items of importance and process/systems improvement.

- Attend and actively participate actively in Unit Workshops.

- Attend and actively participate actively in All-Company meetings.

- Maintain accurate time records according to company policy, to track support requirements for each client.

- Demonstrate proficiency of Company applications: Gmail, ClickUp, Slack, Google Calendar, Zoom, GoToMeeting, Cvent, Dropbox, Doodle, MailChimp, Last Pass, Skype, Survey Monkey, ShareX, and others.

- Demonstrate proficiency in the ability to seamlessly navigate the company’s internal file structure.

- Demonstrate knowledge proficiency of the basic structure of IEEE, keeping current on all policies and keeping updated contact lists.

- 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 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 event budgets.

- Manage all project elements within time limits and on budget.

- Ensure excellent customer service and quality delivery.

- Travel onsite to perform advance site inspection, as necessary.

- 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 exhibito