Job Description
The Conference & Events Specialist will play a key role in supporting the planning, coordination, and execution of national conferences, symposiums, meetings, and networking events. This position requires an initiative-taking, detail-oriented individual with strong organizational skills, excellent communication, and a customer-focused mindset. The specialist will report to the Director of Professional Development & Events. The ideal candidate will thrive in a team-based environment, efficiently manage multiple projects simultaneously, and ensure seamless event logistics and execution.
Primary Responsibilities:
Event Planning & Logistics
Collaborate with the Director to plan and execute live education events, conferences, and meetings, ensuring all logistics are managed effectively.
Coordinate all phases of event planning, including vendor and venue coordination, contract negotiations, space requests, hotel arrangements, staff assignments, timelines and schedules, on-site event logistics, and post-event follow-up.
Track and report on event budgets and expenses, and manage invoices, ensuring adherence to financial guidelines.
Participate in event setup, rehearsals, and teardown, providing on-site support for event logistics and ensuring smooth operations during the event.
Compile and analyze event feedback from attendees, committee members, and staff to provide a post-event summary and evaluation.
Speaker Management
Collaborate with the Director and Live Education Subcommittee to identify potential speakers, manage the speaker proposal process, review submissions, and coordinate the final selection of speakers.
Serve as the main point of contact for speakers, providing event details, managing agreements, and ensuring deadlines are met for presentation materials.
Ensure speakers have the necessary resources and support for their sessions, maintaining clear and timely communication throughout the process.
Registration & Reporting
Manage event registration systems, ensuring smooth registration processes and addressing attendee inquiries.
Generate and distribute reports related to registration, travel, lodging, and other event-related data to key staff members.
Monitor and ensure timely completion of registration tasks, troubleshooting any issues that arise.
On-site Event Management
Provide on-site support during events, including managing registration desks and assisting with event setup and breakdown.
Coordinate with vendors, troubleshoot issues, and ensure event logistics run smoothly to deliver a high-quality attendee experience.
Exhibits & Sponsorship Coordination
Oversee exhibit and sponsorship agreements and invoicing, ensuring deliverables are met and expectations are effectively managed.
Coordinate the design and setup of exhibit and event floor plans, managing the setup process and ensuring all exhibitor requirements are met.
Facilitate sponsor activities, ensuring smooth execution of presentations, giveaways, and other sponsor-related functions.
Ability to manage multiple projects with diligence and meet deadlines in a fast-paced environment with accuracy.
Effective communication skills, both verbal and written, with a focus on customer service and relationship management.
Highly organized with the ability to prioritize tasks and work effectively under pressure.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); flexibility to learn new tools and technologies.
Strong people skills, with the ability to build relationships and collaborate with internal teams and external partners.
Initiative-taking, proactive, and capable of working independently as well as in a team setting.
Experience with event management software and virtual event platforms a plus.
Ability to travel up to 10% for on-site event support.
This role requires a candidate who can balance the logistical, operational, and interpersonal aspects of event management while maintaining a focus on delivering high-quality, seamless experiences for attendees and stakeholders.
NAPFA employees enjoy a hybrid work arrangement with three remote workdays and two in-office collaboration days on Mondays and Tuesdays. (Subject to change based on organizational needs and policies).
Primary Responsibilities:
Event Planning & Logistics
Collaborate with the Director to plan and execute live education events, conferences, and meetings, ensuring all logistics are managed effectively.
Coordinate all phases of event planning, including vendor and venue coordination, contract negotiations, space requests, hotel arrangements, staff assignments, timelines and schedules, on-site event logistics, and post-event follow-up.
Track and report on event budgets and expenses, and manage invoices, ensuring adherence to financial guidelines.
Participate in event setup, rehearsals, and teardown, providing on-site support for event logistics and ensuring smooth operations during the event.
Compile and analyze event feedback from attendees, committee members, and staff to provide a post-event summary and evaluation.
Speaker Management
Collaborate with the Director and Live Education Subcommittee to identify potential speakers, manage the speaker proposal process, review submissions, and coordinate the final selection of speakers.
Serve as the main point of contact for speakers, providing event details, managing agreements, and ensuring deadlines are met for presentation materials.
Ensure speakers have the necessary resources and support for their sessions, maintaining clear and timely communication throughout the process.
Registration & Reporting
Manage event registration systems, ensuring smooth registration processes and addressing attendee inquiries.
Generate and distribute reports related to registration, travel, lodging, and other event-related data to key staff members.
Monitor and ensure timely completion of registration tasks, troubleshooting any issues that arise.
On-site Event Management
Provide on-site support during events, including managing registration desks and assisting with event setup and breakdown.
Coordinate with vendors, troubleshoot issues, and ensure event logistics run smoothly to deliver a high-quality attendee experience.
Exhibits & Sponsorship Coordination
Oversee exhibit and sponsorship agreements and invoicing, ensuring deliverables are met and expectations are effectively managed.
Coordinate the design and setup of exhibit and event floor plans, managing the setup process and ensuring all exhibitor requirements are met.
Facilitate sponsor activities, ensuring smooth execution of presentations, giveaways, and other sponsor-related functions.
Ability to manage multiple projects with diligence and meet deadlines in a fast-paced environment with accuracy.
Effective communication skills, both verbal and written, with a focus on customer service and relationship management.
Highly organized with the ability to prioritize tasks and work effectively under pressure.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); flexibility to learn new tools and technologies.
Strong people skills, with the ability to build relationships and collaborate with internal teams and external partners.
Initiative-taking, proactive, and capable of working independently as well as in a team setting.
Experience with event management software and virtual event platforms a plus.
Ability to travel up to 10% for on-site event support.
This role requires a candidate who can balance the logistical, operational, and interpersonal aspects of event management while maintaining a focus on delivering high-quality, seamless experiences for attendees and stakeholders.
NAPFA employees enjoy a hybrid work arrangement with three remote workdays and two in-office collaboration days on Mondays and Tuesdays. (Subject to change based on organizational needs and policies).
💡 Quick Summary
Seeking a career-building opportunity? The Conference Events Specialist position is now open for candidates interested in the Event Management Jobs sector. This role in Chicago offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Event Management Jobs is a plus.