Conference and Association Manager

Job Description 

Conference and Association Manager 

Salary: $64,000 – $ 75,000

Reporting 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 Manager’s 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 tasks 
• Participate in or lead client meetings to support conference planning processes 
• Participate with Senior Manager on budget development and manage approved client budgets 
• Facilitate the delivery of key dates marketing and communications plans 
• Oversee major/transitional content updates to client websites 
• Undertake minor updates to client website content 
• Oversee 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 functions  
• Advise the conference team in responding to inquiries 
• Coordinate the preparation of conference awards 
• Develop sponsor and donor lists appropriate to various events and projects 
• Work with clients to identify and secure grants 
• Work with clients to identify and secure exhibits and/or sponsorship opportunities and fulfillment 
• Oversee the use of CM software tools for registration, abstract submissions, exhibit reservations, membership sign-ups and program scheduling 
• Provide on-site conference management services 
• Provide vendor and supplier liaison coordination 
• Coordinate speaker logistics 
• Assign/schedule Podium staff to on-site duties as needed 
• Review and ensure all final event bills are paid, and all outstanding revenues are collected 
• Produce end of event client report  

As 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 conferences 
• Manage client relationships 
• Division/Assignment of tasks to team members assigned to each file  
• Establish key dates, critical paths and comm plans for assigned events  
• Manage the abstract set-up, submission, review, acceptance and scheduling processes 
• Approve supplier RFPs for distribution  
• Develop Marketing and Communications plans, in consultation with client representatives 
• For new clients, gather/collect appropriate databases and input into Podium systems 
• Prepare, manage, and reconcile conference budgets for assigned conferences, and for conferences where they provide support for other staff  
• Organize the scheduling of on-site staff 
• Arrange Doodle polls for Board/Committee meetings 
• Oversee the production and distribution of post conference surveys 
• Collaborate with conference chairs to develop conference theme  

Association Management – 25% 

• Provide general, overall Society Management functions for their on-going success 
• Develop and maintain an Annual Board calendar 
• Prepare and manage annual Society budgets 
• Coordinate, record and participate in Society meetings (i.e. Boards, Committees) 
• Undertake Board initiatives and provide support to the Board for on-going projects 
• Support the orientation of new board members 
• Manage membership campaigns for renewals and new sign-ups 
• Respond to all inquiries related to the Society 
• Assist with the management of relations with official Journals 
• Coordinate the design, production and printing of Society marketing materials 
• Create and send on-going communications to members  

Administrative – 5% 

• Maintain templates and procedures for efficient use of standard documents from client to client 
• Maintain corporate records in SharePoint 
• Provide other duties as assigned 

Essential 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 skills 
• Strong 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.