Company Name:

Conference Managers, Inc.

Location:

HERNDON, Virginia

Approximate Salary:

Not Specified

Job Category:

Education

Industry:

Education

Position Type:

Mid-Senior Level

Required Experience:

2 - 5 years

Required Education:

Bachelor's Degree

Posted

December 2, 2018

Conference Coordinator

Position: Conference Coordinator

Salary: Open

Location: Herndon, VA

Employer:  Conference Managers

Type:  Full Time

Preferred Education:  4-year Degree

Travel:  Up to 20%

 

Employer Information:

Conference Managers is a third-party meeting planning firm established in 1989, who partners with clients to create successful and memorable annual conferences, meetings and tradeshows.  Events range in type, industry, and size.  The services Conference Managers provides include logistic arrangements, speaker manager, exhibits sales and management, sponsorship sales, and registration.  Conference Managers' extensive knowledge of exposition and conference management allows us to provide services with minimal direction, while becoming an integral part of our clients’ organizations.

 

Job Description:

The Conference Assistant at Conference Managers will be responsible for providing outstanding customer service and support to logistics managers for multiple national conferences.  The ideal candidate will be an energetic person, with excellent written and verbal communication skills who can work efficiently in a past faced environment. 


Responsibilities:

Registration:

  • Coordinate registration processes in advance and on-site for conferences
  • Set-up/create and test registration website and form
  • Confirm registration pricing and policies with the client
  • Oversee/train registration assistant on data entry, payment, refund, and general procedures
  • Train registration assistant and conference assistant on registration general info for phone calls and emails
  • Produce registration and accounting reports
  • Produce badges and tickets
  • Order badge holders, ribbons, and supplies
  • Produce and tabulate surveys
  • Collate badges, tickets, ribbons
  • Provide back up telephone support
  • Coordinate temporary staffing, if applicable

 

Program & Education:

  • Manage abstract process
  • Serve as liaison to planning committee
  • Manage abstract review process
  • Coordinate speaker and session schedules
  • Issue speaker contracts
  • Coordinate speaker travel and logistics
  • Coordinate speaker AV requirements
  • Collect speaker handouts, distribute as needed

 

Logistics:

  • Compile, maintain and distribute staging guide based on client’s requirements
  • Serve as the liaison to the client
  • Chair planning conference calls and send out meeting notes
  • Code invoices
  • Order cancellation insurance and ensure facilities have appropriate insurance certificates
  • Adjust room blocks as necessary
  • Pull weekly housing reports
  • Coordinate staff, speaker, and VIP hotel sleeping room requirements
  • Order food and beverage using historical food consumption data
  • Order AV equipment for sessions, exhibit hall, registration, and office
  • Order phone and electrical requirements for offices/registration
  • Coordinate site selection inspections/reports for future years
  • Help develop registration brochure text and onsite program
  • Order awards and other promotional items
  • Write decorator order/coordinate signage (in conjunction with exhibits manager)
  • Coordinate staff and volunteer assignments
  • Develop and manage conference websites

Requirements:

  • Bachelor’s Degree preferred or any combination of education and experience that shows experience in a customer relations or event planning environment
  • Exceptional customer relations skills
  • Ability to organize, prioritize and coordinate multiple work activities in a fast-paced team environment and meet critical deadlines, as well as working independently
  • Excellent database management and proficiency with Microsoft Office software (Word, Excel, Power Point, Access, Outlook)
  • Exceptional written and verbal communication skills
  • Attention to detail and excellent proofreading skills
  • Ability to establish and maintain effective working relationships with others and the desire to be part of a committed work team
  • Strong work ethic with an enthusiastic, positive attitude, and the highest level of integrity
  • Maintain regular and timely attendance

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.

 

The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.

 

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.


WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

The noise level in the work environment is usually moderate.










Company Name:

Conference Managers, Inc.

Location:

HERNDON, Virginia

Approximate Salary:

Not Specified

Job Category:

Education

Industry:

Education

Position Type:

Mid-Senior Level

Required Experience:

2 - 5 years

Required Education:

Bachelor's Degree

Posted

December 2, 2018

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