Chicago, IL-Hybrid Workplace
Santa Cruz, California
Riverside, California
Wilmington, Delaware
Minneapolis, Minnesota
Staten Island, New York
Oakland, California
Posted: 22-Nov-24
Location: Chicago, IL-Hybrid Workplace
Type: Full Time
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).