Conference and Education Senior Coordinator

The Conference and Education Senior Coordinator needs to be someone who LOVES digging into the details of conference planning and takes great pride in pulling off a spectacular educational event!We are seeking an experienced, established, consensus-builder, who can work with internal team members, and external volunteers, sponsors, speakers, VIPs, hotels, and vendors daily to deliver exceptional customer service and professional programming for our attendees, as well as help grow the conferences. This Senior Coordinator should demonstrate high levels of organization, experience in coordinating an educational program, exhibitor and sponsor management, have an understanding of scientific/medical educational conferences and registration, enhance the user-experience, and have previous experience with speaker management databases. Experience working with non-profit/association organizations and success supporting a diverse roster of subject matter experts and partners is critical. The Conference and Education Senior Coordinator will be responsible for working with the Executive Director, Headquarters Staff, and volunteer committees to plan and organize three small/medium sized annual conferences for non-profit client associations (250-800 attendees). This is a full-time position, but those interested in part-time are also welcome to apply to possibly manage one of the conferences. This position requires at least five (5) years of previous experience planning educational conferences and/or trade shows.Responsibilities included, but not limited to, the description that follows:Work with staff, volunteers and organizational partners as needed to develop compelling educational meeting content for industry attendees. This includes supporting content development committees, outlining session topics, facilitating the creation of session descriptions, coordinating and facilitating session planning calls, and assisting with program evaluations both externally and internally.Set up and management of registration, set up and management of any scholarship programs, assist with speaker coordination and scheduling, conference website development updates, collection of session data, and other projects, as needed.Develop outstanding, customer-focused relationships with speakers, poster presenters, and attendees by responding promptly and creatively, listening actively, and applying best practices to determine solutions. Manage Exhibitors/Sponsors and serve as their primary liaison which includes email communications, coordination of booths and logistics, registration, promotion, and managing any exhibit management software.Create processes and policies/procedures including call for abstracts, the review process, scoring matrix, applications, and notification.Coordinate and lead speaker management including invitations, contracting, gathering details, process reimbursements and honorariums, and liaise onsite.Provide accurate and timely reporting, including Weeks Out Reports. Prepare conference materials such as agendas, proceedings notes, moderator documents, program book, onsite signage, badges, job boards, attendee lists, waivers, and other items as needed.Lead marketing efforts to promote the conference and see growth in attendance.Conduct other conference related tasks such as preparation of the attendee evaluation, submit continuing education for approval, run reports, create tickets and forms, and other tasks as determined necessary for a successful event.Working with headquarters team and external vendors to ensure seamless program development and execution. Develop and coordinate content for the Conference App, as needed per client.Liaise with the hotel and exhibit vendor to create, edit, and manage room blocks, event orders, floorplans, BEOs, AV, Board events, and other requirements for smaller meetings.Coordinate the design and printing of signage, flyers, giveaways, poster sessions, and other materials.Create, manage, and monitor the budget and update as appropriate. Review all contracts and send to Executive Director to sign. Review invoices before creating disbursement for payment.Manage the Conference onsite - attendees, speakers, hotel, events, BEOs, exhibitors, sponsors, board, etc.Work with Executive Directors on site selection process, including RFP development, site inspections, and contract negotiations.Answer conference attendee questions via email and phone.Additional projects as needed.Assist with other client conferences or onsite management as needed.Attend conferences to assist and manage running the conference onsite.Experience & Competencies:Must have at least five (5) years of experience with educational conferences and event planning with 500 attendees, as well as leading events onsite at hotels and/or convention centers included, but not limited to, BEO and overall event management.Proven ability to work in a fast-paced environment while managing a high volume of tasks concurrently.  Able to learn and understand how to use new technology platforms and systems (e.g., Association Management Software, abstract management system, website platforms, etc.) and become proficient at them.Understand scientific or medical program/content design, including peer-review and session formation. Success in building commitment and engagement with volunteer thought leaders. Familiarity with association/non-profit business models. Strong ability to remain calm under pressure and work with a detail-oriented, process-driven approach, which is crucial for this position. Confidence to ask questions, proactively seek opportunities, and look for ways to improve processes to achieve greater efficiency and cost savings during all phases of planning. Experience prioritizing, organizing, and tracking details, taking initiative, and effectively managing deadlines and multiple priorities. Commitment to strong relationships and quality service with internal team members, external partners, volunteers, and stakeholders by understanding their objectives and exceeding client and attendee expectations. Excellent interpersonal skills and confidence in working with external stakeholders to manage relationships effectively. Sbility to communicate clearly, concisely, and effectively in both written and oral contexts with internal customers, attendees, team members, and vendors. Intermediate skills level in Microsoft Excel, PowerPoint, and Word. Flexibility and ability to adapt to changing situations and circumstances.Should be articulate, organized, efficient, detail-oriented, have an excellent work ethic and the ability to work independently as well as on a team.Requirements:Bachelor’s DegreeA conference/meeting professional with at least five (5) years of work experience in planning educational conferences/meetings.PMA is a hybrid office. Physical office option in Branchburg, NJ. We have intermittent in-person gatherings. Travel 4-5 times per year.Salary Range: $70,000 - $80,000 based on experience.