Event Specialist

Position Summary

The Event Specialist supports the planning and execution of the IOCDF Conference Series, including the in-person Annual OCD Conference, the virtual conference series, and specialty events throughout the year. Reporting to the Senior Events Manager, this position coordinates key aspects of event programming, communications, registration, volunteers, accessibility, and logistics.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities while providing excellent service to attendees, presenters, exhibitors, sponsors, and other event partners. This role offers an opportunity to grow within the events field and take on increasing responsibility for IOCDF events.

Key Responsibilities

• Support the planning and execution of in-person and virtual educational events for clinicians, scientists, individuals, and family members affected by OCD.
• Coordinate communications and logistics for presenters, exhibitors, sponsors, volunteers, and attendees.
• Coordinate the conference volunteer program, including recruitment, training, scheduling, and onsite management.
• Lead the conference exhibitor coordination, including recruitment, communications, and logistical support.
• Support registration and customer support efforts, including attendee questions, changes, refunds, and troubleshooting.
• Provide onsite and virtual event support and help troubleshoot issues as they arise.
• Support event accessibility planning and communications in collaboration with attendees, venues, vendors, and internal teams.
• Coordinate event logistics, including materials, shipping, meals, room setup, technology, and exhibition hall needs.
• Develop post-event evaluations, analyze attendee feedback, and identify opportunities for improvement.
• Create and update event schedules, program information, websites, registration systems, and other event materials.
• Assist with Continuing Education (CE) accreditation documentation and requirements.
• Support event meetings, documentation, and other projects as assigned by the Senior Events Manager.

Qualifications

• Minimum of 3 years of experience in event planning, nonprofit operations, or a related field.
• Excellent written and verbal communication and interpersonal skills.
• Strong organizational, time-management, and attention-to-detail skills.
• Ability to manage multiple projects and deadlines simultaneously.
• Ability to work independently as well as within an integrated team collaboratively with members from marketing, development, and programs departments.
• Ability to create and maintain professional relationships with internal and external vendors and stakeholders.
• Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Experience with Cvent, Salesforce, SurveyMonkey, or similar platforms strongly preferred.
• Interest in building a career in event management and taking on increasing event leadership responsibilities.
• Associate’s degree or equivalent professional experience preferred.
• Spanish-language proficiency preferred.
• Demonstrate a commitment to IOCDF’s values: Collaboration, Equity, Respect, and Transparency (CERT).
• Ability to occasionally lift event materials weighing up to 30 pounds.

Travel & Schedule

• Travel is required for the Annual OCD Conference, typically held in July.
• Additional travel is required 2–3 times a year for offsite events and site visits.
• Approximately 3–5 weekends per year are required to support virtual and specialty events; the specialist will receive flexible time off after weekends worked.
• This is a full-time, Boston-based position with a hybrid schedule of three days per week in the office.