Conference Manager

Green Key is seeking a full-time Conference Manager. This role will provide full-service logistics management for virtual, hybrid, and in-person events of various sizes. The Conference Manager is responsible for successfully executing large-scale, complex, high-profile events from conception through completion, ensuring all deliverables are completed on time and meet or exceed client expectations.

Duties and Responsibilities:

• Provide guidance and instruction to team members related to event planning tasks and requirements.
• Supervise the work of other meeting and conference support staff.
• Develop and maintain strong relationships with clients, vendors, and industry peers, staying up to date on industry trends and technologies.
• Manage all facets of event planning initiatives for clients.
• Track, monitor, and reconcile event expenses against project budgets and alert Project Manager of potential risks or cost overruns.
• Ensure event deliverable schedules and timelines are adhered to while anticipating and addressing potential issues or risks.
• Host kickoff and recurring planning calls with clients to understand event requirements, strategize, offer guidance, and share project timelines to ensure successful execution of events.
• Manage and negotiate contracts with venues and contracted vendors (due diligence, adherence to contract terms, conformity to budget constraints, satisfactory delivery of service).
• Manage travel logistics and reimbursement process (ensuring adherence to client and/or corporate policies).
• Manage development of meeting websites, registration, virtual environments, and meeting materials, ensuring strict quality control.
• Manage communications with event attendees.
• Review and finalize Run of Show for live-event support.
• Manage all aspects of events and the attendee experience.
• May perform other job duties as assigned.

Required Qualifications (Experience, Knowledge, Skills, and Abilities):

• Bachelor’s degree from an accredited university (or equivalent related experience).
• 8+ years event planning experience for professional organization (at least 5+ years for Federal clients).
• Thorough knowledge of Federal Travel Regulation and experience coordinating Federal travel.
• Experience with event management platforms and registration software (Cvent, Gather, Zoom, MachForm, Jotform, Eventbrite, or similar).
• Strong organizational skills and ability to prioritize and complete multiple tasks simultaneously, on time, and with limited oversight.
• Meticulous attention to detail.
• Strong verbal and written communication skills, with ability to interact with stakeholders at all levels.
• Strong critical thinking and problem-solving skills.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, PowerPoint, SharePoint, and Adobe.
• Experience with event management software and/or event technology highly desirable.
• Ability to research, adapt, and implement new technologies quickly.
• Ability and willingness to work periodic weekends and early morning/late evenings to meet deadlines and provide onsite support.
• Legal authorization to work in the U.S.

Preferred Skills and Experience:

• CMP/CGMP certification
• Coordination of events for 1000+ attendees
• Abstract submission/review process
• Exhibit coordination
• Registration management
• Management of mobile event app development process
• Active engagement in professional industry organizations (i.e., SGMP, PCMA, MPI, etc.)