DescriptionJob SummaryThe role serves as the subject matter expert on all aspects of conference/meeting planning and on the IEEE and ComSoc policies and procedures pertaining to conferences. The Senior Conference Planner works with the volunteer organizers and committee members on all aspects of conference planning and management including site selection, contract negotiation and submission, budget development and management, program planning, speaker relations, and conference marketing. This individual is accountable for ensuring that ComSoc's sponsored conferences are financially sustainable, topically engaging, and logistically well managed. This position reports to the Conferences Director and has no direct reports. The incumbent in this role must be able to work under minimal guidance, be adaptable and flexible, and able to navigate complex challenges and offers ideas or solutions to solving these issues. Understanding of academic conferences is a plus.
Key Responsibilities- Manage portfolio of conferences as identified by the Conferences Director
- Develop and maintain a project management plan to include all tasks associated with the planning of a successful conference
- Negotiate key contractual terms; manage room block; food and beverage needs, exhibit area, and registration process
- Research and collect information on potential conference venues and present to Organizing Committee with recommendation
- Serve as lead conference planner and main point of contact to volunteers, vendors and other ComSoc staff for entirety of conference
- Support the Technical Program Committee on the management and production of the conference program from the abstract submission phase to the final program output.
- Collaborate with the ComSoc Marketing and ICT teams on the development and maintenance of the conference website, and conference collaterals such as Call for Papers, sponsorship brochure, and signage
- Ensure fulfillment of obligations of IEEE conference/finance staff while managing the overall costs of the event/conference
- Provide guidance to conference Steering Committee on all aspects of conference management; assist with the strategy and navigate the future directions with the conference's steering committee
- Maintain important conference statistics such as submission and registration data for trend analysis and future conference planning
- Serve as staff support at select conferences as needed
- Support Conferences Director on projects as needed
QualificationsEducation- Bachelor's degree or equivalent experience Bachelor of Arts degree Req
Work Experience- 4-7 years Conference/event planning management experience Req
- Global experience Pref
Licenses and Certifications - Certified Meeting Planner (CMP) Upon Hire Pref
Skills and Requirements - Superior project management skills; must have the ability to handle the organization of multiple conferences simultaneously
- Excellent written and oral communication skills
- Demonstrated interpersonal skills
- Strong budget management skills
- Strong skills in Google Suite and Microsoft Office Suite; Project management software (MS Project, SmartSheets) skills and conference-specific software (Cvent, EDAS, Whova) skills a plus
- Must be able to effectively manage across volunteers and staff
- Demonstrated performance in a fast paced, constantly changing environment
- Ability to travel; both domestic and international - Requires 25-35% travel (primarily international)
Other Requirements:
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.
PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.
For information on work demands and conditions required for this position, please consult the reference document, ADA Requirements. This position is classified under Category II - Mobile Positions.
