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Conference Coordination Specialist

2 months ago

Louisville, Kentucky, United States FSA Management Group Full time

This is a Hybrid, mid-level position for applicants.

Reports To: FSA President

Department: Events

Position Overview:

This role is pivotal in orchestrating the logistics for designated client association conferences while overseeing specific areas of expertise for all client events. The position necessitates collaboration with both internal and external stakeholders, including volunteer leaders. Additionally, this role acts as a bridge between internal clients and external service providers. The ultimate goal is to ensure proficient project management that meets established conference goals, culminating in high-quality, well-received events.

FSA operates in a dynamic environment where juggling multiple projects and clients is crucial throughout the work week.

This position will involve remote work with occasional requirements to be present in the office, alongside travel commitments six to eight times annually for up to a week at a time, including some weekends.

Key Responsibilities:

Lead Responsibilities (Assigned client conferences and/or events)

  • Oversee all aspects of conference planning and execution.
  • Establish production timelines for various events, including deadlines for print materials, hotel reservations, and other critical milestones. Act as the liaison to registration managers for tracking and managing event registrations.
  • Engage in the RFP/site selection and contract negotiation process in partnership with the executive director of event services.
  • Contribute to budget formulation and financial oversight in collaboration with the vice president of finance and operations.
  • Operate within set event budgets, proposing alternative cost-saving measures when feasible. Ensure accurate billing by reconciling vendor and hotel invoices.
  • Assist in directing conference staff in the lead-up to and during the event.
  • Facilitate the development and execution of conference events in partnership with event services team members.
  • Manage the conference evaluation process, analyzing feedback and communicating results to stakeholders.

Functional Expertise Responsibilities (May specialize in a group of related responsibilities for all client conferences and/or events)

  • Deliver exceptional customer service.
  • Coordinate the development of program content and speaker engagement.
  • Oversee the production of registration and on-site materials in collaboration with the marketing team.
  • Manage audiovisual services, including PowerPoint and script preparation.
  • Supervise guest room allocations and facility room arrangements.
  • Coordinate registration setup in conjunction with the membership and registration team.
  • Facilitate the creation of evaluation documents and summaries.
  • Oversee tradeshows and exhibits.
  • Ensure sponsor fulfillment, including the management of donated products.
  • Manage food and beverage services, entertainment, and decor.
  • Coordinate the selection and distribution of promotional items.
  • Oversee the shipping of conference materials.
  • Handle multiple accounts and projects while adhering to scheduling requirements.
  • Provide outstanding customer service to both internal and external clients.
  • Develop concepts and copy for event promotions and communications.
  • Maintain accurate event counts and historical data for future planning and guarantees.
  • Respond promptly to inquiries via phone, email, and in-person.
  • Make basic updates to the website related to events and membership.
  • Schedule committee meetings, facilitate virtual calls, and take detailed notes.
  • Adapt to feedback from team members and clients effectively.
  • Track time spent on various projects.
  • Operate efficiently in a professional setting.
  • Perform additional duties as assigned.

Required Skills and Qualifications:

  • College degree required; with a minimum of 5 years of direct event management experience.
  • Experience in relevant functional expertise areas is essential.
  • Background in non-profit management or related fields is preferred.
  • Willingness to travel six to eight times per year for up to a week at a time, including some weekends.
  • CMP certification and project management experience are advantageous.
  • Ability to thrive in a team-oriented environment is crucial.
  • Exemplary written and verbal communication skills.
  • Positive attitude, self-motivated, and a commitment to assisting clients.
  • Strong attention to detail and exceptional organizational skills.
  • Capacity to manage multiple tasks with minimal supervision while collaborating effectively.
  • Problem-solving skills with sound judgment and discretion.
  • Effective time management and organizational abilities with a proactive approach to prioritizing tasks.
  • Strong work ethic and a good sense of humor.
  • Ability to deliver results quickly and efficiently.
  • Composure under pressure, excelling in a fast-paced, high-volume environment.