Senior Conference Coordinator

Careers In Nonprofits
  • Location
    San Francisco, California
  • Sector
    Commercial
  • Experience
    Mid Career
  • Posted
    Apr 24

Position description

Do you have 3+ years of experience coordinating large-scale events? Are you an organized, customer service professional? Do you have an interest in scientific research?

We are currently in search of a Senior Conference Coordinator for a science organization. The position is based in Palo Alto, CA. This is a full-time, permanent position.

ORGANIZATION TYPE: Science organization

LOCATION: Palo Alto, CA

POSITION TITLE: Conference Coordinator

DURATION: Full-time, permanent

 

SALARY: $70,000 - $80,000

Is This Your Dream Job? Supporting the Executive Director, the Senior Conference Coordinator will lead and assist with all event preparation details for annual conferences and symposiums, from implementation to execution. You will be working closely with vendors, hotels, and program chairs to ensure all event aspects run smoothly for members and attendees and consistently collaborate with your team to manage the large and small picture. As the Senior Conference Coordinator, you will also possess a high-level of customer service at all times and will be able to communicate effectively in a fast-paced environment. This position requires yearly travel and a flexible schedule. 

 

Our Ideal Candidate:

  • 3 -5 years of conference, event planning, and administrative experience
  • Bachelor’s Degree preferred
  • Prior membership and registration experience a plus
  • Familiar with Mac, MacMail, Microsoft Office, and social media platforms
  • Understanding of databases, such as CVent and EasyChair, and setup of A/V equipment
  • Possess a great work ethic and can quickly adapt; friendly demeanor and comfortable working in a small environment 
  • Administer all event details, support program needs and collaborate with finance department on payment processing
  • Provide general clerical and office assistance; strong proofreading experience and attention to detail a must
  • Local and national travel required, with possible international travel 
  • Interest in science and research publications a plus

 

How You Will Spend Your Day:

  • Stay up-to-date on various needs of upcoming events and conferences; Manage logistics onsite for main annual conference and other assigned smaller conferences.
  • Develop production schedules for up to 20 programs for review by the Executive Director, and eventual submission to appropriate volunteer chairs. 
  • Prepare overview of annual conference schedule for staff use.
  • Develop budgets for catering, AV, contract labor, and other miscellaneous pieces of the annual conference and other conferences for review by the Executive Director.
  • Finalize scheduling and help to facilitate the visualization of the events.
  • Maintaining the membership database and assist with updates to website.
  • Strategize on improvement of current systems and venue research to improve cost and effectiveness.
  • Tracking and distributing invoice payments and refunds. Assist with copyright forms and various administrative tasks.
  • Review and proofread scholarly paper submissions for conferences.
  • Manage all email communications, invitations, and printed materials needed for upcoming events; provide constant updates to team members and fill in gaps as needed.
  • Additional duties as assigned

We’d love to hear from you.

Application instructions

Please be sure to indicate that you saw this position on Globaljobs.org

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