Conferences and Events Specialist

Conferences and Events Specialist

Full Time, Exempt

Remote 

Annual Salary $45,000-$55,000

Job Summary:

The Conferences and Events Specialist serves as operational support in production of OLC conferences. Reporting to the Senior Director, Conferences and Events and working in close partnership with key members of the OLC staff, this role will be responsible for supporting virtual and onsite conference and event planning and production as well as additional other support duties for two large and well-respected annual conferences and other OLC events per the OLC strategic plan.

With a flawless attention to detail, the Conferences and Events Specialist is a project manager, working independently with oversight and collaboration on simultaneous event timelines within the OLC conference unit. This individual will seek new ways to provide excellent planning, technical, and customer-facing support to assist achieving the overarching goals of the OLC conference unit and the organization as a whole. 

Duties/Responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Support the Senior Director, Conferences and Events in planning and delivery of conference initiatives with alignment to approved budget. 
• Implement and manage key conference planning and production systems including call for proposals, registration,project trackers, badge printing, and lead retrieval systems, while serving as a liaison with our technology vendors and internal staff.
• Lead exhibit/sponsor management and fulfillment processes for assigned OLC conferences and events.
• Serve as a conference customer service liaison, providing support to the OLC customer service team.  
• Develop reports on data around key performance indicators set for the success of events.
• Manage the conference unit calendar and meeting documentation with internal and external stakeholders.   Responsible for management of conference team logistics tracking system creation for assigned conferences and events.
• Maintain updated, organized files on all accounts and customer interactions in data repositories as needed following organization’s processes, policies and procedures.
• Participate as part of the OLC conference team in all areas of conference and event  logistics and production, providing guidance and support for their collaboration with the staff, board and community 
• Participate in cross-training with other members of the conference team as requested by Sr. Director, Conferences and Events
•  Other duties as assigned 

Required Skills/Abilities/Competencies: 

• Strong technical skills and willingness to deep dive into new technologies to learn and implement them in the conference fulfillment process.
• Excellent verbal and written communication skills. 
• Adept problem-solving skills while maintaining excellent interpersonal communication and relationship building, with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.
• Excellent organizational and time management skills, with a keen attention to detail and ability to focus on meeting critical deadlines.
• Ability to prioritize tasks and to work independently in a remote work environment.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient Microsoft Office Suite.
• Preferred competencies:
  • Proficient at HTML 
  • Familiarity with or willingness to learn Adobe Create Suite (including Acrobat, Photoshop, and Illustrator).
  • Prior experience with Salesforce CRM system.
  • Experience with project management software (Airtable preferred). 

Education and Experience:

• Minimum Associates Degree in Hospitality Management, Business or other similar field.   
• At least two years related experience in a supporting or logistics role with a focus on support of large conference planning and production. 

Travel Required: 

• Attend OLC conferences and events as assigned.

EEO: OLC is fully committed to equal employment opportunities and compliance with the full range of fair employment practices and non-discrimination laws.