Associate Conference Manager

_ Reports to: _Assigned Team Lead

_ Location: _Remote in the U.S.

_ Job Type: _Full-time, exempt, salary

The Associate Conference Manager provides support and assistance to Conference Managers and to the Director – Conference Management Operations, in the successful management of conferences from conception through to completion. This position is designed to lead into the Junior Conference Manager role within the Conference Management Unit.

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

• Meet weekly with Director, Conference Management Operations 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 team meetings and actively participate in discussions on items of importance and process/systems improvement.
• Attend and participate actively in Unit Workshops.
• Attend and participate actively in All-Company meetings.
• Maintain accurate time records according to company policy, to track support requirements for each client.
• Demonstrate proficiency in the use of Company applications:
  Gmail, Click Up, Slack, Google Calendar, Zoom, Cvent, Mail Chimp, Last Pass, Survey Monkey, ShareX, and others.
• Demonstrate knowledge proficiency of the basic structure of IEEE, keeping current on all policies and keeping an updated contact list.
• Work with Conference Managers as directed, to assist with the following:
• • Manage Click Up 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 the 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 conference budgets.
  • Manage all project elements on schedule and on budget.
  • 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 exhibitors/partners.
  • Configure online registration sites and manage conference registration processing.
  • Prepare delegate packs, name badges, and collateral.
  • Liaise with marketing and PR colleagues to promote the conference.
  • Liaise with clients and internal design staff to create a brand for the conference and organize the production of tickets, posters, catalogs, and sales brochures, plus social media coverage.
  • Coordinate suppliers, handle client queries, and troubleshoot on the day of the conference to ensure that all runs smoothly.
  • Oversee onsite setup of the registration area, exhibit area, and meeting rooms.
  • Demonstrate a proactive approach to handling issues and troubleshooting any emerging problems throughout the entire conference planning cycle.
  • Carry out the post-conference evaluation (including data entry and analysis and producing reports for conference sponsors).
  • Schedule and facilitate conference calls with Conference committees, taking detailed minutes. Facilitate action item completion.
  • Managing Conference websites, ensuring the website is always current and user-friendly.
  • Develop and maintain Conference social media platforms, drafting and posting content regularly.

• Bachelor’s degree in event management, business administration, management, communications, or related field. Or relevant combination of education and experience.
• Strong communication, organization, and client-facing skills.
• Strong project…