Conference Manager

What started almost 20 years ago as a company with a simple goal to become a respected conference management company has grown and evolved to become something with a much greater reach and impact. At Conference Catalysts we have an exceptional team of professionals who are dedicated to making our clients’ lives easier, optimizing the way our organizations operate, and creating life‑long relationships through exceptional customer service and innovative software solutions.

Come see what it’s like to be a Conf Cat!

Reports to: VP, Conference Management Operations

Location: Remote in the US

Job Type: Full‑time, exempt, salary

The Conference Manager provides high‑level support of conferences from conception through to completion. Conferences include technical conferences, trade shows, board meetings, and social events. The role of Conference Manager is hands‑on and often involves working as part of a team and varies highly depending on the specific client and type of conference. Conference Managers are principally responsible for managing multiple conferences throughout the year.

Conference Managers are responsible for being an independent leader within the Conference Management Unit and assisting with others’ growth in the unit.

Formal evaluations will be conducted in 6‑month intervals by the Director
-Conference Management Operations 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 Pod 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.
• Use adopted Company applications:
  Gmail, Click Up, Slack, Google Calendar, Go To Meeting , Cvent, Dropbox, Doodle, Mail Chimp, Last Pass, Skype, Survey Monkey, Share
  
  X, and others.
• Demonstrate mastery in the ability to seamlessly navigate the company internal file structure.
• Demonstrate knowledge proficiency of the basic structure of IEEE, keeping current on all policies and keeping updated contact lists.
• Manage Click Up boards effectively for each conference, keeping tasks dated and up‑to‑date. Ensure boards and cards contain complete information, checklists, etc. so anyone can 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 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, update, and actively manage conference budgets.
• Manage all project elements within time limits and on budget.
• Ensure excellent customer service and quality delivery.
• Travel onsite to perform advance site inspection, as necessary.
• Research markets to identify opportunities for conference attendance growth and increase 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.
• 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…