Conference Organiser

About Us

Established in 1991, Conferences & Events Ltd has earned a strong national standing as one of New Zealand's leading Professional Conference Organisers. We manage events across academic, association, and corporate sectors, hosting national and international conferences throughout Aotearoa New Zealand.

Position Overview

We seek a skilled Conference Organiser to contribute significantly to the successful execution of our conferences by collaborating with Conference Managers and the broader team. The role involves overseeing systems and processes critical to seamless conference operations, such as registration handling, abstract management, and onsite coordination, operating with considerable independence. This position offers a clear advancement pathway towards Senior Conference Organiser. It is ideal for a technically adept professional who enjoys problem-solving and is comfortable navigating various software platforms.

Key Responsibilities

• Oversee attendee registrations by creating online forms using EventsAir, manage event communications, and promptly address delegate inquiries.
• Administer the call for abstracts and review workflows, including managing submission and review portals and communicating with speakers.
• Build and curate content for conference-specific websites.
• Handle online sales of exhibition spaces and sponsorships, serving as the primary liaison for exhibitors and sponsors.
• Support social media and email newsletter campaigns that promote conferences and enhance company visibility.
• Coordinate with hotels to arrange room blocks, monitor release dates, and manage booking lists.
• Prepare and share data reports for clients, Conference Managers, and the Head of Events.
• Contribute to conference timelines and regularly consult with Conference Managers to track progress.
• Assist Conference Managers by attending client meetings and taking accurate minutes as needed.
• Aid in conference programme development, collaborating with Local Organising Committees (LOC) and programme committees.
• Manage invited speakers' arrangements, including travel and lodging, after invitations have been extended.
• Provide onsite management of registration desks and trade exhibitions, requiring flexible hours and potential travel, including evenings and weekends.

Qualifications & Experience

• Demonstrated proactive problem-solving skills and commitment to supporting team and client success.
• Competence in creating and updating conference websites; basic coding is not mandatory but comfort with web-based tools is important.
• Experience with or aptitude for quickly learning conference database and registration software, especially the registration, abstract, and exhibition modules; familiarity with EventsAir is advantageous.
• Proficiency in email marketing platforms, such as Mailchimp, for newsletter creation and distribution.
• Basic image editing skills applicable to websites and newsletters.
• Experience with additional tools like Copilot, Canva, SurveyMonkey, and task management software is preferred.
• Strong customer service skills, with professional communication abilities for interacting with delegates, clients, exhibitors, and sponsors.
• Ability to competently take minutes during committee meetings.
• Experience in managing trade exhibition and sponsorship sales along with relationship management.
• Knowledge of accommodation arrangements for large groups across multiple hotels.
• Understanding of scientific/academic abstract submission and review processes.
• Skilled in Microsoft 365 suite, primarily Excel, Word, and Outlook.
• Exceptional written and verbal communication proficiency.
• Generally, a minimum of two years’ experience as a Conference Coordinator or in a comparable events or PCO capacity.

Attributes & Work Approach

• A proactive, positive attitude coupled with strong emotional intelligence and composure under pressure.
• Adaptable team player willing to undertake duties beyond direct role responsibilities as needed.
• Meticulous attention to detail and a high level of integrity.
• Excellent organizational and time management skills.
• Ability to effectively manage multiple projects in a dynamic and fast-moving environment, with strong prioritization and adaptability.

Application Process

Candidates are invited to submit a CV alongside a cover letter explaining their interest in the role and suitability. Applications are to be sent via email and will be accepted until Friday 4 September 2026. The cover letter is an essential part of the application and evaluated with equal importance to the CV.

Compensation

Salary range between $70,000 and $80,000 annually, subject to experience.