Conference Supervisor

Impact Directors LLC Houston, Texas

Full-Time Position

Position Title: Conference Supervisor

Position Overview

The Conference Supervisor is responsible for supporting the successful execution of international conferences by coordinating on site operations, overseeing event support staff, and ensuring that all logistical elements are implemented in accordance with established plans. Working under the supervision of the Program Manager, the Conference Supervisor serves as the primary point of coordination during live events, facilitating communication between management, vendors, and operational staff to ensure efficient and organized conference delivery. This role focuses on operational oversight and coordination, while day to day execution tasks are carried out by Operations Coordinators and event support staff.

Reporting Structure

Reports to: Program Manager / Operations Manager

Department: Program Management Department

Key Responsibilities

Event Execution & On site Coordination: Support the execution of conference plans and schedules developed by the Program Manager Serve as the primary on-site coordination point during events, ensuring smooth operational flow. Monitor event progress and provide updates to the Program Manager. Ensure that conferences are delivered in accordance with timelines, procedures, and service standards.

Oversight of Operations Coordinators & Event Staff: Oversee the work of Operations Coordinators and event support staff during conferences. Coordinate task execution through Operations Coordinators in line with operational plans. Provide guidance and direction during live events, particularly during high volume periods such as registration and session transitions. Monitor staff performance to ensure adherence to established procedures.

Venue Setup & Logistics Oversight: Oversee the setup, operation, and breakdown of conference venues. Ensure proper execution of logistical arrangements, including: Registration areas, seating and stage setup, audio visual coordination, event materials and signage, confirm readiness of all operational elements prior to event commencement.

Vendor Coordination: Coordinate with approved vendors, including hotels, transportation providers, and local service providers. Monitor vendor service delivery during events to ensure compliance with agreed arrangements. Report vendor performance issues or logistical concerns to the Program Manager.

Registration & Delegate Flow Management: Oversee delegate registration and check in processes executed by Operations Coordinators. Ensure accurate distribution of badges, materials, and related conference items. Maintain an organized and efficient flow of attendees throughout the even.

Issue Resolution & Escalation: Identify and address operational issues during events in a timely manner. Coordinate immediate responses to maintain event continuity. Escalate significant issues or decisions requiring management input to the Program Manager.

Travel & On Site Presence: Travel to conference locations as required. Assist with pre event inspections, setup coordination, and readiness checks. Remain on site throughout event duration to support execution and coordination.

Cross Functional Coordination: Coordinate with internal teams such as marketing, design, and logistics to ensure availability of required materials. Ensure proper utilization of conference materials and deliverables during events.

Scope of Role: Operates within established event plans, departmental procedures, and management direction. Focuses on coordination and oversight of conference execution. Works through operations, coordinators and support staff to carry out operational tasks, escalates material decisions, vendor issues, and deviations from plans to the Program Manager. Strategic planning, budgeting, contract approvals, and program design remain the responsibility of management.

Qualifications

Education

A bachelor’s degree or equivalent practical experience in event management, hospitality, business administration, or a related field is preferred but not required

Experience

Minimum 2 years of experience in:

Event coordination

Conference operations

Hospitality or logistics support

Experience supporting large scale or multi location events is preferred

Skills

Strong organizational and coordination abilities

Ability to oversee staff in a structured event environment

Problem-solving skills in time-sensitive situations

Effective communication with staff, vendors, and internal teams

Travel Requirements

Willingness to travel domestically and internationally as required

Ability to work extended hours during conferences and event periods

Pay: $16.00 - $18.00 per hour

Work Location: In person

Salary : $16 - $18