Position Summary

As part of the Conferences team, the Conference Specialist is responsible for the planning, execution, and evaluation of assigned AWS virtual and in-person conferences to include site selection, event logistics, speaker coordination, and post-event evaluation. This position will work directly with members and volunteers discussing event needs and goals. The Conference Specialist will work closely with the Director and Assistant Director of Conferences as well as the Sr. Manager of Competitions and Events, as well as other AWS staff to ensure the successful implementation of assigned conferences.

Essential Duties

Event Planning

· Plan and manage logistics of virtual and in-person conferences, including pre-event, onsite, and post event

· Independently plan and manage in-person workshops including pre-event, onsite, and post event; directly responsible for revenues and expenses of $100K

· Conduct venue and hotel searches for conferences; negotiate contracts

· Identify and negotiate contracts with vendors as needed to plan food and beverage, audio/visual, exhibits, décor, promotional items, entertainment, photography, security etc. to ensure high quality events that are cost efficient

· Oversee hotel room blocks and monitor possible attrition

· Manage CEU and/or PDH related tasks for event as needed

· Travel onsite to events as needed to manage onsite event operations; for virtual events, staff and manage online operations during virtual conference

· Coordinate event insurance as needed

· Arrange shipping of conference materials to and from event site

· Oversee sponsorship package creation and provide logistical input and recommendations

· Work with event sponsors to ensure benefits are properly received and executed

· Manage call for speaker tools as needed; create and oversee and send speaker communications

· Review event bills for accuracy and submit for approval and payment as appropriate

Project Management

· Create and execute against project plan timeline

· Work with team across several departments as project lead, ensuring all event activities are completed in a timely manner

· Work with stakeholders to create and manage event budgets and provide guidance in maximizing resources, monitor company expenditures and profit and loss for each event

· Coordinate marketing materials and communications in collaboration with Marketing department

· Assist with the development of event related marketing materials and conference web sites

· Coordinate registration needs for event registration set up

Committee Relationships

Meet with volunteer committees in order to plan the scope and format of events, establish and monitor budgets, and to review administrative procedures and event progress

Work with committees to determine objectives and requirements for meetings and conferences

Event Technology

· Keep current about new technology designed to support the planning process and improve the event experience for virtual, hybrid and in-person events

· Understand functionality and capabilities of technology tools for virtual and hybrid events

· Work with technical vendors to plan and execute virtual and hybrid events

Other Responsibilities

· Provide administrative support as needed.

· Manage other projects as needed.

Supervision Exercised

None

Required Knowledge, Skills & Abilities

· Proven ability to create and manage budgets

· Must be detail-oriented, with effective organizational and project management skills, including the ability to manage multiple projects/tasks and deadlines simultaneously in a fast-paced, deadline-driven environment.

· Must be a self-starter, with the ability to work well under pressure, work independently with limited supervision and have solid problem-solving, judgment and decision-making skills

· Excellent customer-service and interpersonal skills.

· Strong writing and editing skills.

· High level of creativity and “rolled up sleeves” working style.

· Demonstrated strength in Word, Excel, PowerPoint, Microsoft Teams, and Zoom.

· Knowledgeable about virtual meetings/events.

· Ability to deal with confidential information and/or issues using discretion and judgment

· Working knowledge of latest technology designed for events desirable.

Required Education and Experience

· Bachelor's degree with a concentration in hospitality management preferred

· Three years meeting planning experience and administrative experience required, including managing venue, AV/technology contracts, speakers, and speaker communications.

· Experience working directly with volunteers in a leadership role,

· CVENT experience is a plus

· Experience working with multiple cultures across multiple time zones is a plus.

Special Requirements, Licenses, or Certifications

None.

Working Conditions and Required Physical Abilities

When working on site, this position is located in a quiet to moderately noisy indoor office environment. Must be able to travel up to 20% for in-person events which could include weekend travel and expanded hours during in-person events

Individuals in this type of position must have the use of sensory skills in order to effectively communicate with other employees and the public through use of the telephone and personal contact as normally defined by the ability to see, read, talk, sit, stand, hear, use of fingers in order to handle, feel or operate objects and write. Must have the physical capabilities to move about the office and to effectively use and operate various items of office related equipment, such as but not limited to personal computer, calculator, copy and fax machines. Must be able to remain seated at a keyboard or desk for extended periods. Must be able to lift, carry, and/or push/pull articles weighing up to 25 lbs.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the job.

Job Type: Full-time

Pay: From $23.10 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Event planning: 3 years (Required)
• Project management: 2 years (Required)
• Managing Venue: 2 years (Preferred)

Ability to Commute:

• Doral, FL 33166 (Required)

Ability to Relocate:

• Doral, FL 33166: Relocate before starting work (Required)

Work Location: Hybrid remote in Doral, FL 33166