Conference Coordinator

Job Description

JOB DETAILS

REQUIREMENTS

• 1–3+ years of experience in event planning, conference coordination, hospitality, or a related field
• Strong organizational skills with the ability to manage multiple events and deadlines simultaneously
• Excellent written and verbal communication skills
• High attention to detail and follow-through
• Comfortable working in fast-paced, deadline-driven environments
• Willingness to travel and work non-traditional hours during events
• Proficiency with Microsoft Office and Google Workspace; familiarity with project management tools (e.g., Monday.com, Asana) a plus

Preferred

• Experience supporting conferences, trade shows, or multi-day events
• Familiarity with shipping/logistics, vendor management, or warehouse coordination
• Background working in an agency or multi-client environment

RESPONSIBILITIES

• Assist in the planning, coordination, and execution of conferences, meetings, trade shows, and special events ranging from small meetings to large-scale conferences
• Support event timelines, milestones, and run-of-show documents (90/60/30-day planning cycles)
• Coordinate session schedules, speaker logistics, registration details, and onsite flow
• Assist with hotel rooming lists, travel coordination, dietary needs, and attendee communications
• Work closely with the Vice President of Events and the events team to support multiple client accounts
• Participate in client calls, internal planning meetings, and status updates
• Maintain clear, professional communication with clients, vendors, venues, and partners
• Escalate issues proactively and assist in troubleshooting event-related challenges
• Support vendor sourcing, quotes, and coordination (AV, décor, catering, transportation, offsite events, etc.)
• Assist with shipping, asset tracking, and coordination with warehouse and logistics teams
• Track deliverables, deadlines, and approvals to ensure nothing falls through the cracks
• Assist with budget tracking, invoice reconciliation, and expense management
• Maintain organized event files, contracts, BEOs, floor plans, and production documents
• Support post-event reconciliation and reporting
• Provide onsite support before, during, and after events, including setup, registration, speaker support, and breakdown
• Act as a calm, professional point of contact for clients and vendors onsite
• Ensure events align with client expectations and G2’s standards of excellence

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