Remote Events and Conferences Specialist | WFH

Position Summary

We are on the lookout for a detail-oriented and enthusiastic Conferences and Events Specialist to become a crucial member of our team. This remote role involves providing key operational support for our conferences and events, collaborating closely with the Senior Director of Conferences and Events and other team members. Your responsibilities will include managing the fulfillment of exhibitors and sponsors, coordinating with our customer service team on attendee registration, and offering support before and after conferences. Your contributions will be pivotal in organizing two significant annual conferences—one virtual and one in-person—along with other events that align with our strategic objectives.

Key Responsibilities

• Oversee logistics for conferences and events, ensuring they reflect our mission, vision, and strategy, which includes:
• Managing the setup and administration of conference and event registration.
• Serving as a liaison for customer service, providing necessary support.
• Assisting in the creation of the exhibit/sponsor prospectus.
• Leading the fulfillment process for exhibits and sponsorships, including booth selection and vendor logistics.
• Maintaining the conference unit calendar and documentation from meetings with stakeholders.
• Developing and managing a logistics tracking system for each event.
• Keep accurate and organized records of all accounts and customer interactions using tools like Airtable, Salesforce, and other data management systems, adhering to our established processes.
• Collaborate with the conference team on logistics, ensuring effective teamwork with staff, board members, and the community.
• Undertake additional duties as assigned.

Required Skills And Abilities

• Exceptional verbal and written communication capabilities.
• Strong problem-solving skills, with a professional and collegial demeanor.
• Excellent interpersonal abilities, adept at prioritizing and engaging with various stakeholders.
• Keen interest in exploring and implementing new technologies for conference fulfillment.
• Outstanding organizational and time management skills, with a focus on detail and meeting deadlines.
• Capacity to manage multiple tasks and work autonomously in a remote setting.
• Ability to excel in a fast-paced and sometimes high-pressure environment.
• Proficient in Microsoft Office Suite or comparable software.

Qualifications

• Associate’s Degree in Hospitality Management, Business, or a related area.
• A minimum of two years of relevant experience in a support or logistics role focused on superior customer experience.

Preferred Qualifications

• Bachelor’s degree in Hospitality Management, Business, or a related field.
• Experience in large event planning and management.
• CMP certification or completion of a hospitality internship may be considered in lieu of experience.
• Experience in implementing and managing event registration systems.
• Proven ability to manage the fulfillment of exhibits/sponsors for large in-person and/or virtual events.
• Demonstrated capacity to balance strategic thinking with meticulous logistical details to meet the needs of the conference team and stakeholders.

Travel Requirements

• Travel to one annual onsite conference and potentially one or more smaller onsite events is necessary.

Company Culture And Values

Our organization is committed to fostering a diverse workforce as we believe it is essential for excellence. We are dedicated to recruiting, developing, and retaining talented individuals from various backgrounds while upholding equal employment opportunities and adherence to fair employment practices.

This job description offers a general overview of the position and is not exhaustive. Duties, responsibilities, and activities may be modified or added as necessary.

Employment Type: Full-Time