Conferences and Events Specialist

Role Overview

• Lead the planning and execution of conferences, trade shows, and large-scale events of varying sizes
• Develop event timelines, presentations, booth schedules, and deliverables across teams
• Collaborate with all cross-functional teams to inform Marketing of “happenings” to ensure proper promotion and marketing of activities
• Play a key role in planning and organizing internal meetings and events, such as Annual Meeting and Team Offsites
• Manage logistics including venues, registration, travel, lodging, and onsite operations
• Communicate with vendors (AV, catering, rentals, venue staff, contractors) to ensure requirements are met
• Own and supervise exhibitor and sponsor logistics (booth setup, branding assets, deliverables, session needs, etc.)
• Track contracts, invoices, and payments for event-related vendors and suppliers
• Maintain event planning documents, checklists, dashboards, and reporting tools
• Responsible for attendee registration processes, confirmations, and troubleshooting
• Initiate the development of attendee-facing communications including schedules, FAQs, and event updates
• Oversee production and delivery of event materials such as signage, badges, swag, and printed collateral
• Spearhead onsite event setup, staffing coordination, and vendor supervision
• Monitor onsite attendee flow and provide customer service during the event
• Troubleshoot issues in real time and escalate as needed to ensure smooth execution
• Establish and lead post-event wrap-up including feedback collection, survey management, and reporting
• Own post-event budget reconciliation and vendor closeout tasks
• Document event learnings and update internal conference playbooks for continuous improvement

Requirements

• 2+ years of experience supporting conferences, trade shows, corporate events, or large-scale event coordination (or other related experience)
• Proven ability to manage multiple projects, timelines, and competing priorities in a fast-paced environment
• Strong organizational skills and attention to detail, with consistent follow-through
• Excellent written and verbal communication skills
• Experience coordinating with vendors, venues, external partners, and cross-functional internal teams
• Proficiency with Microsoft Office and/or Google Workspace tools (Excel/Sheets, Word/Docs, PowerPoint/Slides)
• Experience using event registration platforms (e.g., Cvent, Eventbrite, Bizzabo, Whova, Splash) (Preferred)
• Familiarity with conference production and onsite operations (AV, staging, signage, vendor load-in/out) (Preferred)
• Experience supporting exhibitor and sponsorship programs, including fulfillment of sponsor deliverables
• Basic budget tracking experience, including invoice processing and vendor reconciliation
• Project management tool experience (e.g., Asana, Monday.com, Trello, Smartsheet) (Preferred)
• Strong time management and ability to perform well under tight deadlines
• Highly responsive, adaptable, and calm under pressure
• Customer-service mindset with a focus on attendee experience
• Team-oriented, proactive, and able to work independently
• Strong problem-solving skills and attention to logistics

Benefits

• Paid Time Off (sick, personal, and vacation)
• Paid Company Holidays
• 401(k) Retirement Plan and Contribution
• Medical/Dental/Vision benefits with FSA, HSA, & Dependent care options
• Employer Paid Life Insurance
• Voluntary benefits such as Short and Long Term Disability, Critical Illness, Hospital Indemnity and AD & D insurance
• Stipends for health and wellness, home office setup and professional development
• Paid Family Leave
• Annual bonus program
• Annual merit increases
• Year-Round Flex Friday’s
• Discounts on travel, entertainment, home/pet/car insurance