We are Diversified Communications, a global media company that connects, educates, and strengthens business communities through a diverse portfolio of events, digital products, and publications. Our US division, based in Portland, Maine, produces industry-leading conferences, expos, and digital content that drive innovation and growth in the 15+ industries we serve. At Diversified, our culture is rooted in collaboration, creativity, and a shared commitment to excellence. Join our team as a Conference Coordinator!
Do you thrive in dynamic environments and enjoy delivering exceptional conferences or events?
As the Conference Coordinator, you will play a vital role in managing speaker communications, logistics, and conference program deliverables for events within our B2B Technology portfolio which include Commercial UAV Expo and GeoWeek. You will collaborate closely with Event and Content Managers, ensure seamless planning, execution, and post-event follow-ups to create exceptional experiences for attendees, sponsors, and stakeholders.
What You'll Do:
- Maintain and manage speaker relationships, collecting all required deliverables and ensuring deadlines are met.
- Serve as the primary point of contact for speaker communications, including registration, housing, and presentation logistics.
- Support the Event Manager in building and managing master conference timelines and grids.
- Update and maintain accurate conference content across internal databases, websites, mobile apps, and printed materials.
- Oversee content-based web pages and schedule-at-a-glance updates to ensure speaker and session information is current.
- Proofread and submit conference signage documents for consistency and quality.
- Respond to inquiries from speakers, advisory boards, and sponsors/partners.
- Act as an on-site team member during events, managing speaker needs and conference session logistics.
- Coordinate the call-for-proposal process and program development in collaboration with Event and Content Managers.
- Collect and organize speaker deliverables, onsite presentations, and post-event distributions.
- Train temporary staff for onsite conference support.
- Manage shipment and organization of conference materials.
- Collaborate with Sales & Content Teams to oversee sponsored sessions and panels.
- Provide support for additional shows within the portfolio as needed.
What We Are Looking For:
- Broad knowledge of event/conference planning or program development is preferred.
- Strong project management, communication, and organizational skills with exceptional attention to detail.
- Proficiency in Microsoft Office; experience with tools like Smartsheet, Wordpress, and SessionBoard is a plus.
- Excellent interpersonal skills to collaborate effectively with stakeholders and cross-functional teams.
- Ability to manage competing priorities, adapt to evolving needs, and thrive in fast-paced environments.
Work Environment: Diversified Communications offers the flexibility to work remotely and enjoy a hybrid schedule, working in the office 2 days per week. We are seeking a hybrid candidate within commutable distance to the office located in Portland, ME.
Travel: Is required 3-5 times per year in this role.
We are dedicated to creating, promoting, and nurturing a safe & inclusive work environment and we expect the same from each of our employees. We value diverse talents and welcome individuals with unique backgrounds, working styles, and skillsets. We believe that our differences make us a better team and stronger community by allowing us to make better decisions, be more innovative, and better serve our customers and business partners. We invite you to learn more about us and our amazing benefits.
Please be advised that our office is closed for Winter Break beginning December 24th at 2pm and we return on January 2nd. We look forward to reviewing your application and updating you when we are back in the office!