I. Primary Functions

Provide project management leadership and logistical coordination for a variety of conferences and projects including all aspects of conference management.

II. Scope of Work

  1. Lead projects assuring excellent customer service is provided by the entire team (where a team- format is used)
  2. Serve as liaison between client, staff, and vendors
  3. Develop management and communication systems for the client and staff for the project
  4. Develop the project budget in conjunction with the client and manage project budget
  5. Develop and manage the timeline for the project. Assure all tasks are completed by the appropriate
    party on time
  6. Assist client with conference program as requested
  7. Scope of work may also include some or all of the following:
    1. Manage all activities relating to setting and maintaining meeting space
    2. Manage request for proposals and negotiations for vendors as needed
    3. Provide documentation and special instructions to hotels/suppliers for on-site needs, including room setups, menus and meeting room guarantees
    4. Determine and order all A/V equipment for the conference and supervise set-up on-site
    5. Oversee and/or determine menu selections for breaks, meals and social functions
    6. Negotiate hotel contracts and manage housing to ensure attrition is not a concern
    7. Determine specifications needed for projects/conferences
    8. Manage vendors, manage and order signage, registration area, speaker and sponsor fulfillment as needed
    9. Lead onsite team including overseeing hotel and convention center services, implementation of program specifications and overseeing all events
    10. Coordinate online registration system
    11. Provide exhibit management services including onsite
    12. Procure onsite temp staff for conferences and office support

III. Standards of Performance

  1. Serve as project support on conferences, events and special assignments
  2. Be adaptable to changes in workload
  3. Comfortable working across multiple client projects
  4. Resourceful, thorough, and diligent approach to research
  5. Attention to detail
  6. Ability to critically analyze complex problems and propose solutions
  7. Meet deadlines
  8. Exceptional communication skills (written and verbal)
  9. Maintain high level of professionalism and provide exceptional customer service
  10. Enjoy and take pride in your work
  11. Have a personal commitment to using the Earth’s resources wisely

IV. Job Qualifications

  1. Proficient in Microsoft Office software (including Excel, Access, Word, Outlook).
  2. Familiarity with event platforms, registration software or complex databases preferred
  3. Have the ability to work independently, with a team, and able to support others
  4. Expertise in setting priorities and time management
  5. Excellent communications skills
  6. Flexibility and adaptability in problem solving on the fly
  7. Ability to think several steps ahead while keeping important details in mind
  8. Experience and skill in the event industry highly preferred
  9. Willingness and ability to travel

V. Hours

Up to 40 hours per week, schedule is flexible. Remote work for an organization based on the West Coast.  If travel is required, it may include additional hours and weekends at various intervals due to the scope of conference management

VI. Compensation

Salaried position plus benefits standard with MeetGreen Personnel Policies.

MeetGreen is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, national origin, marital status, age, disability or any other protected class as defined by federal and state law.