Summary:
The Conference Coordinator is responsible for speaker coordination for in-person and virtual events. This role involves communication and coordination of relevant information to all parties involved in preparation for events ranging from 50-100 attendees, as well as larger events like the annual conference, which can host up to 2,000 attendees.
Responsibilities:
- Assist with the content coordination of several events, including the annual conference.
- Administer speaker contracts through Cvent; distribute, collect, and file speaker contracts.
- Manage communications with speakers regarding required conference documentation, such as bios, abstracts, AV needs, travel arrangements, and other requirements related to their presentations and conference experience.
- Collaborate with event meeting planners to arrange hotel accommodations for speakers.
- Register speakers for events.
- Manage speaker information within a database and on event websites, including updating event agendas for events.
- Build and maintain event resource web pages, uploading electronic versions of agendas and program materials.
- Review content for marketing materials and event websites to ensure the accuracy of speaker and event details.
- Assist in the creation, distribution, and collection of program evaluations. Provide reports and analysis to support the Education Programs team.
- Oversee speaker data (current/prior), speaker proposals, and evaluation scores in the speaker database.
- Schedule content-planning calls for all events.
- Process speaker expense reimbursements and compare to contract allowances. Track speaker travel, fees, hotel, pre-approval for expenses, and special requests.
- Coordinate session requirements with logistics and technical teams.
- Upload and maintain speaker content on conference apps.
- Complete an initial review of speaker presentations, including content and format, ensuring they are received in a timely manner. Provide presentations for upload prior to the event for both in-person and virtual delivery.
- Coordinate project tracking needs and dashboards for status updates on speaker deliverables.
- Perform other duties as assigned.
Qualifications:
- Bachelor's degree (or equivalent experience) and a minimum of two years of administrative and/or project management experience in a business environment is required. Program experience is a plus.
- High proficiency with the Microsoft Office suite.
- Experience with Salesforce and Cvent is preferred.
- Excellent interpersonal, verbal, and written communication skills required.
- Comfortable interacting with company board directors, C-suite executives, and other governance experts.
- Excellent time management, organization, and prioritization skills.
- Ability to handle multiple priorities, meet deadlines, and follow through with minimal supervision.
- Strong team orientation and a commitment to meeting goals in a fast-moving, growing environment.
Arlington, VA; Hybrid
$22-25/hr
Must be able to start ASAP