Digital Conference Coordinator

Job Summary

Keystone Symposia is seeking a highly organized, technically capable, and media-savvy Digital Conference Coordinator to support the planning, execution, and post-event management of digitally captured conference content.

This position supports Keystone Symposia’s growing in-house production capacity by helping prepare in-person conferences for livestream and digital capture, coordinating speaker and session materials, and helping turn live scientific programming into useful, accessible, and credible digital content. The role will help shape the online audience experience, ensuring that remote participants can follow, understand, and share scientific research in a meaningful way.

The ideal candidate understands the realities of today’s web and media environment while maintaining a strong commitment to scientific integrity, public access to knowledge, and responsible communication.

The position is full time, year-round, and may be remote, hybrid, or in-office depending on the candidate and organizational needs, but it requires dependable availability during peak conference seasons, including travel, occasional evenings and weekends, and active support for live production windows. Off season requires two days working in the office in Silverthorne, Colorado.

Digital Conference Planning and Logistics (~40%)

• Prepare and maintain digital run‑of‑show documents, production notes, speaker/session details, presentation requirements, and related production materials.
• Coordinate with internal conference teams to confirm session schedules, speaker information, room assignments, and digital production needs.
• Track deadlines, missing materials, schedule changes, and production risks across multiple active meetings.
• Help translate conference logistics and program details into practical technical and production requirements.

Livestream and Onsite Production Support (~30%)

• Assist with basic production technology tasks involving files, session monitoring, and digital asset management.
• Help identify and document production issues, workflow gaps, user experience problems, and opportunities to improve livestream reliability and online attendee experience.
• Recognize practical UI/UX issues in digital networking platforms, session access, content organization, and post‑event presentation.
• Provide direct support during conferences when needed, including after‑hours support for active live streamed or digitally captured sessions.

Digital Engagement and Post‑Event Content (~30%)

• Help identify sessions, speakers, topics, questions, and moments that may be useful for summaries, promotions, or other post‑event digital content.
• Support the development of digital content that helps scientific researchers discover, understand, revisit, and share scientific conference material.
• Support post‑event video content handoff for web, email, social media, internal reporting, and future content development.
• Ensure that digital conference content reflects Keystone Symposia’s commitment to scientific credibility, responsible communication, and broader access to knowledge.

Supervisory Responsibilities: None.

Required:

• Minimum 2 years of experience supporting audiovisual, live events, media production, conference operations, or comparable deadline‑driven work.
• Strong organizational skills and the ability to manage detailed information across multiple active projects.
• Excellent written and verbal communication skills, including the ability to communicate clearly with staff, speakers, vendors, contractors, and internal stakeholders.
• Interest in scientific communication, research communities, and responsible online engagement.
• Willingness and ability to travel for conferences, including occasional evenings, weekends, and multi‑day onsite assignments.

Education & Experience:

• Demonstrated experience supporting livestream production, webinar production, conference technology, video production, or post‑production workflows.
• Familiarity with video recording standards, content management systems, or digital asset management.
• Strong editorial instincts and the ability to identify meaningful content opportunities…