Job Description

We are Recruiting! - Conference Junior Manager

(with a focus on Delegate Experience)

The Company

A highly respected player at an international level, International Conference Services Ltd. (ICS), is a Professional Conference Organizer in business for over 45 years that works with national and international associations and organizations to host conferences, events & tradeshows. Our work is very purposeful - we are "connecting people to facilitate change in the world."

Remote-First Work Environment

ICS employees work in a remote-first work environment. Our employees genuinely enjoy the flexibility that remote work brings, and we work hard as a company to stay connected through weekly all-hands meetings and annual in-person get-togethers. Remote work is an important part of our business strategy. There is an opportunity to work from our Vancouver, BC office.

The Culture

With over eighty staff working remotely across North America, Europe, and Asia, we are a diverse international team, and we leverage the strengths that our diversity brings. Everything at ICS is accomplished through the unit of "team" and teamwork is incredibly important to us - trust, support, and empowerment of other team members are defining aspects of our culture. We take pride in what we accomplish as a team, and we regularly celebrate each other as individuals and collectively. ICS is a great fit for people who are purposeful self-starters, who are energized by a fast-pace of work and who would describe themselves as innovative, solution-oriented, and able to think outside of the box.

Role Overview

The Conference Junior Manager (focusing on Delegate Experience) plays a dual role managing both attendee services and speaker/abstract logistics for international conferences. This includes overseeing registration platforms, processing delegate communications, coordinating hotel bookings, and managing onsite logistics. The role also involves working with speakers and scientific committees to organize abstract submissions, materials, and presentation schedules - all while having the ability to work quite independently and organize your own workday.

Key Tasks & Duties

Technical Abilities

Setting up and managing online systems for abstract submission, review, scheduling, and notifications

Design and manage online registration platforms in coordination with the systems team.

Managing collection of all required speaker materials

Set up online housing booking platforms and manage rooming lists.

Communication and Stakeholder Management

Communication with organizing committees, speakers, abstract presenters, and all stakeholders involved in the program development.

Coordinating speaker invitations and all correspondence independently and in a timely manner, tracking responses and coordinating replacements

Interacting with the marketing department for production of promotional campaigns (i.e., website, flyers, social media posts) and onsite materials (i.e., program and abstract book, mobile app)

Ensure continuous delegate communication and website updates.

Reporting

Process all types of registrations: general attendees, exhibitors, sponsors, speakers, committees.

Track and report pre-registration figures; generate invoices and process refunds.

Train onsite/virtual registration teams and prepare delegate materials (badges, tickets, vouchers).

Develop and send post-event surveys and certificates of attendance.

Prepare final registration reports with insights and recommendations.

Manage room blocks and liaise with hotel contacts.

Reconcile final accounts with hotel partners.

On-site

Managing speakers' onsite experience, including registration, AV needs, slide submission, and speaker protocol.

Coordinate onsite registration logistics including setup of equipment and supplies.

Be the first point of contact with our delegates at registration check-in.

Leadership and Management

Timeline development and management (internally and externally including any conference key dates for key deadlines etc.)

Offering suggestions and expertise to clients and Project Managers on best practices.

Education, Experience & Skills required.

Experience in a conference and/or events management setting is preferred.

Experience with scientific program management and/or speaker and abstract management is a definite asset.

Relevant education or coursework in events management is an asset.

Strong technical skills including intermediate Excel skills and proficiency and a demonstrated ability to learn new software quickly.

Strong communication skills, and an ability to interact with senior professionals appropriately and professionally in the scientific and academic realms.

Exceptional attention to detail and focus on preciseness.

Highly organized with an ability to handle a high volume of emails and incoming communications.

Understanding of CME (Continuing Medical Education accreditation) requirements is preferred.

Note: Travel to in-person conferences in the future may be required.

The Benefits of Working at ICS

Our employees work remotely on a permanent basis.

As an employee you are provided all the hardware including a company laptop, monitor, headset, mouse, keyboard, and internet-based phone.

In addition to salary, we offer a monthly work from home allowance to help cover the cost of your home internet and home office expenses.

In addition to vacation time, employees receive a paid day off on their birthday each year.

Fun, in-person employees get togethers each year.

ICS prides itself on providing career development opportunities.

What's next?

Please send your resume and cover letter to careers@icsevents.com.

Job Types: Full-time, Permanent

Pay: 33,001.00-39,000.00 per year

Benefits:

Additional leave Company events Work from home
Application question(s):

Are you legally able to work in UK or Austria Are you able to work from time to time in different time zones? Please provide your desired salary range for this role (our range is listed in the job description).
Work Location: Remote