Conference Coordinator

This position will support the conference programming and content development for our Administrative Professionals portfolio. The Conference Coordinator will work closely with the Editor and Event Management to assist and organize cohesive and engaging programs for EA Ignite Spring and Fall and The Administrative Professionals Conference. This position will support program coordination and speaker communication.

Essential Functions/Key Responsibilities:

• Coordinate the call for proposal process and program development as directed by the Editor.
• Maintain a high level of speaker relationship management through the distribution of invites and collection of speaker agreements, presentations, session information, etc.
• Own the coordination of speaker logistical needs including registration, housing, and travel.
• Collaborate with internal teams on strategy to meet event goals and ensure accurate communication is aligned with marketing and sales initiatives.
• Work with the Editor and Event Management on master conference timeline and session details.
• Support Event Management, Operations Lead, and Editor on coordination and documentation of AV and room sets and speaker hotel reservation logistics.
• Update and maintain the accuracy of conference content in internal databases, websites and printed materials.
• Proof, revise and submit conference signage documents and staging guide sheets.
• Own the process of shipping of conference materials.
• Assist with onsite conference management, including all speaker needs and act as the lead for all event staff and temp questions.
• Train temp staff assisting with onsite conference duties.
• Coordinate post-event session survey data and schedule debrief calls as needed.
• Work with sponsor salesperson to organize sponsored sessions and panels at conference.
• Research new speakers based on content needs and profession or industry developments.
• Document profession and industry trends, tracks competitive events, and other content-related research as assigned.

Skills & Qualifications:

• 1-3 years of related work experience in event or project coordination.
• Broad knowledge of content creation and/or conference planning with the ability to understand the needs of a conference attendee.
• Self-starter with excellent written and oral communication skills.
• Must have exceptional attention to detail and time management skills with the ability to multi-task and adapt to shifting priorities.
• High proficiency in Microsoft Office including Sharepoint. Experience with Microsoft Planner is a plus.
• Strong interpersonal, communication, and problem-solving ability.
• Capacity to change directions while effectively juggling multiple projects and priorities.

Travel: Travel required.

Work Environment: This position offers the flexibility to work remotely and enjoy a hybrid schedule, working in the office 2 days per week. While this position reports into our office located in Portland, Maine, we are open to considering fully remote applicants.

We are dedicated to creating, promoting, and nurturing a safe and 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.