Job Title

Job DescriptionConference and Association ManagerSalary: $64,000 - $ 75,000Reporting to the Senior Conference & Association Manager/Manager of Staff Development, the Conference & Association Manager will provide a full suite of Conference Management services including the full-cycle planning and delivery of virtual and live conferences on a global scale. These services include all aspects of the pre-planning, on-site and post event wrap-up phases.You will also be responsible for a full spectrum of Association Management services including Executive Team liaison, Board & Committee meeting coordination, Board & Officer elections, membership campaigns, and ongoing communications and member engagement event planning.The Conference and Association Managers main responsibilities are:Conference Management - 70%Provide comprehensive conference management services, in consultation with clients (and conference lead if applicable), including but not limited to timeline management, event marketing and promotion, supplier relations (i.e. audio visual, signage, show services, catering, transportation, off-site events, et al), printing, volunteer recruitment, site management, project evaluation and other relevant tasksParticipate in or lead client meetings to support conference planning processesParticipate with Senior Manager on budget development and manage approved client budgetsFacilitate the delivery of key dates marketing and communications plansOversee major/transitional content updates to client websitesUndertake minor updates to client website contentOversee the design, production and printing of marketing and conference materials including websites, brochures, posters, flyers, programs, ads, etc.Provide guidance to event assigned Podium staff as needed on Conference functionsAdvise the conference team in responding to inquiriesCoordinate the preparation of conference awardsDevelop sponsor and donor lists appropriate to various events and projectsWork with clients to identify and secure grantsWork with clients to identify and secure exhibits and/or sponsorship opportunities and fulfillmentOversee the use of CM software tools for registration, abstract submissions, exhibit reservations, membership sign-ups and program schedulingProvide on-site conference management servicesProvide vendor and supplier liaison coordinationCoordinate speaker logisticsAssign/schedule Podium staff to on-site duties as neededReview and ensure all final event bills are paid, and all outstanding revenues are collectedProduce end of event client reportAs Lead on a Client File, Conference Managers have full responsibility to:Participate in and/or lead client meetings including development, planning and implementation of project timeline for a variety of assigned conferencesManage client relationshipsDivision/Assignment of tasks to team members assigned to each fileEstablish key dates, critical paths and comm plans for assigned eventsManage the abstract set-up, submission, review, acceptance and scheduling processesApprove supplier RFPs for distributionDevelop Marketing and Communications plans, in consultation with client representativesFor new clients, gather/collect appropriate databases and input into Podium systemsPrepare, manage, and reconcile conference budgets for assigned conferences, and for conferences where they provide support for other staffOrganize the scheduling of on-site staffArrange Doodle polls for Board/Committee meetingsOversee the production and distribution of post conference surveysCollaborate with conference chairs to develop conference themeAssociation Management - 25%Provide general, overall Society Management functions for their on-going successDevelop and maintain an Annual Board calendarPrepare and manage annual Society budgetsCoordinate, record and participate in Society meetings (i.e. Boards, Committees)Undertake Board initiatives and provide support to the Board for on-going projectsSupport the orientation of new board membersManage membership campaigns for renewals and new sign-upsRespond to all inquiries related to the SocietyAssist with the management of relations with official JournalsCoordinate the design, production and printing of Society marketing materialsCreate and send on-going communications to membersAdministrative - 5%Maintain templates and procedures for efficient use of standard documents from client to clientMaintain corporate records in SharePointProvide other duties as assignedEssential Qualifications:Previous experience in managing scientific, research, and/or academic conferences.Experience managing, planning and delivering large (up to 3000 attendees) virtual and face-to-face conferences and events.Excellent conference planning skills in managing abstracts, calls for papers, trade shows, posters, supplier contracting, hotel room block management, logistical coordination, marketing and communications.Strong understanding and experience managing basic Association affairs, including board meetings, membership support, annual meetings, officer elections, committees and other related activities.Strong budget development and management skills.Focused, strategic approach to pursuing and selling sponsorships, exhibit opportunities and other related revenue generating opportunities.Proficient in basic website maintenance (WordPress), direct marketing & polling tools, social media, communications planning, and surveying.Experience with Virtual Meeting Platforms.Knowledge of technical concepts like connectivity, stream latency, microphone pickup, and display resolution.In-depth knowledge of industry virtual tools including streaming platforms such as Zoom and Teams, and wrap-around solutions such as virtual venues and tools used in delivering virtual meetings.Ability and interest in embracing new technologies and self-teach, as well as supporting training needs for other meeting managers.Superb verbal, written, interpersonal and relationship building skillsStrong organizational skills with the ability to reassess priorities and juggle multiple projects.Creative problem solver.Ability to create and manage project planning systems.Collaborative team player with a strong customer service orientation and values-based attitude.Ability to work under pressure and on multiple events with separate and finite completion dates.Strong computer skills in a Microsoft 365 environment including Word, Excel and PowerPoint.Professional presence in all aspects of position requirements.Preferred Qualifications: (Non-Essential Assets)Post-secondary education in conference/event management, project management or business.Experience with Microsoft SharePoint, Microsoft Teams and Asana.Experience working with Conference Manager Software, Website platforms (WordPress).Fluency in additional languages.Comfortable working in a PC environment.