Conference Planning Coordinator

Position Summary

The Conference Planning Coordinator partners with Account Managers to deliver flawlessly executed conferences, trade shows, and corporate events ranging from 50 to 5000 attendees, both in person and virtually. Acting as the “mission control” for day to day logistics and client support, you will track critical project milestones, manage vendor communications, and prepare attendee facing materials. You will serve as a friendly and responsive first point of contact for client requests, helping to ensure a high standard of service through. This role involves direct customer interaction, technical support, and hands-on coordination of events. Success is measured by on time event delivery, high client satisfaction, and proactive problem-solving.

Key Responsibilities

• Production Planning: Develop and maintain comprehensive production timelines, room diagrams, Audio/Visual specifications, transportation plans, and accommodations
• Client & Attendee Support: Answer client inquiries within established service level agreements (SLAs), resolve registration issues, and provide virtual help desk support leading up to each event.
• Meeting Facilitation: Schedule pre conference planning calls, capture and follow up on action items, and compile clear, post event debrief reports.
• Program Scheduling: Create and distribute detailed run of show and moderator schedules for live, hybrid, and virtual sessions.
• On Site Operations: Execute set up and strike checklists, ensuring every element aligns with the production plan.
• Additional Duties:
• Perform other duties as assigned based on business needs and organizational priorities
• Working some evenings and weekends as needed is required.

Requirements

Required Qualifications

• Demonstrated ability to manage multiple projects simultaneously, prioritize effectively, and adapt to changing deadlines and demands.
• Strong communication skills under pressure, with the ability to remain composed and responsive in fast-paced, high-stress situations.
• Outstanding written and verbal communication skills; professional email etiquette and confident, client-ready phone presence.
• Detail-oriented and organized, with a commitment to delivering high-quality work.
• Comfortable with technology, including basic troubleshooting with collaboration tools such as Google Slides, Microsoft PowerPoint and Zoom.
• Experience in event services, travel operations, hospitality, or client‑facing project coordination role is preferred

Core Competencies

• Proactive Problem‑Solving: Anticipates potential barriers early and proposes effective solutions before issues arise.
• Customer-First Mindset: Approachesevery client and attendee concern—big or small—with urgency, care, and professionalism.
• Detail Orientation: Zero‑defect mindset for data entry, name badge proofs, timelines, and financials.
• Calm Under Pressure: Maintains composure and courtesy in high-stress, fast-paced onsite environment.
• Team Collaboration: Works seamlessly with account managers, creatives, and vendors; openly shares knowledge and supports the success of the team.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Training & Development
• Work From Home
• Free Food & Snacks