Coordinator, Conference Operations

Forge is seeking a detail-oriented and organized Conference Coordinator to support the planning and execution of conference programs across Emeralds this role you will work closely with Conference Managers/Directors Event Operations Marketing education partners and speakers to assist with speaker management session logistics content documentation and onsite execution contributing to well-run programs and exceptional speaker and attendee experiences.

The Conference Coordinator supports pre-planning onsite execution and post-event wrap-up for conference programs at multiple events annually. Successful candidates are proactive highly organized and comfortable managing large volumes of speaker and session information against overlapping deadlines. This role requires a high level of accuracy clear and professional communication and the ability to maintain a calm solutions-focused approach when navigating challenges.

RESPONSIBILITIES

Conference Planning & Coordination Support

Support Conference Managers with conference planning activities timelines and task coordination for assigned events.

Maintain session databases for each event including schedule room and track information.

Work with Conference Managers to keep event specifications up to date and communicate changes to internal teams.

Participate in weekly team meetings share updates on assigned tasks and flag any issues.

Call for Presentations & Education Support

Manage the online call for presentations and assist potential speakers with submission questions or technical challenges.

Compile speaker submissions and prepare them for review and session selection by education partners and conference leadership.

Support continuing education (CEU) processes including accreditation requirements and submitting data for CEU certificates.

Speaker Management

Serve as speakers primary point of contact for event-related information throughout the speaking process from confirmation through post-event follow-up.

Create distribute and track the status of speaker agreements.

Collect speaker bios headshots and handouts for use in marketing materials conference websites and onsite.

Maintain speaker databases for each event including contact and badge information audio-visual and housing requirements and special requests.

Assist with speaker travel coordination including hotel reservations and airfare where required.

Conference Materials & Website Support

Keep conference websites up to date with speaker session and handout information.

Assist with proofing conference brochures show directories signage and other event materials.

Create and manage RSVP links and lists for special events and conference programs.

Budgeting & Financial Coordination

Process speaker payments and reimbursements under the direction of Conference Managers/Directors.

Support the collection and organization of invoices and required financial documentation for conference-related vendors.

Assist with tracking conference expenses against budget as needed.

Onsite Execution Support

Work with Conference Managers to prepare conference shipments by securing onsite supplies and conference-related materials.

Coordinate with Event Operations on meeting room setups audio-visual needs and session signage.

Train and oversee onsite room monitors and event staff.

Provide onsite conference support during show days assisting speakers and attendees and escalating issues as appropriate.

Help troubleshoot onsite issues while maintaining a professional calm and service-oriented approach.

Post-Event Wrap-Up & Reporting

Assist with the development distribution and analysis of speaker and session evaluations.

Assist with post-event documentation including reconciling speaker payments and organizing final conference materials.

Support the collection of feedback and operational notes to inform continuous improvement and future conference programs.

QUALIFICATIONS

Experience in conference management meetings event operations or related fields with an understanding of meeting and event planning principles and procedures.

Strong attention to detail and the ability to process and manage data with a high level of accuracy.

Strong organizational and time management skills with the ability to manage multiple tasks and competing deadlines simultaneously.

Proficiency in Microsoft Word Excel PowerPoint and Outlook; DocuSign Smartsheet and A2Z experience a plus.

Comfort working in web-based platforms including website updates and call-for-presentations systems.

Strong written and verbal communication skills with a professional approach to speaker and partner interactions.

Ability to make sound administrative and procedural decisions while independently managing assigned responsibilities.

Ability to travel up to 20% including time on show site for conference execution.

About Emerald

At Emerald we strive to foster a diverse and inclusive community. We actively recruit and champion candidates who bring new perspectives from varied professional backgrounds and experiences and we are intentional about ensuring a positive hiring experience for everyone. Our job postings dont contain experience inflation and most dont require college degrees. Instead theyre crafted to focus on outcomes and transferable experiences that are assessed in a structured interview process carried out by trained hiring teams.

COMPENSATION & BENEFITS

Target Compensation: $50000 - $60000

Please note that this range reflects a reasonable estimate of the target compensation for this position. This range may ultimately vary based on a candidates qualifications and may be higher where required by applicable law.

We offer a competitive benefits package designed to strengthen our employees physical and mental health including unlimited vacation for exempt employees flexible working locations 401(k) plan with a company match medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits parental and caregiver leave dependent commuter and FSA benefits professional development programs like Toastmasters and mental wellness tools.

If you need accommodation in our application process or have questions about our posted salary range please email our Talent Acquisition team at