Provides administrative support and oversight for various meetings and conferences organized and supported by the Society. Responsible for managing committees for assigned conferences, coordinating with stakeholders, and supporting the Conference Director in public relations strategies and subject‑matter tasks. Additionally responsible for the duties outlined below, as well as any other tasks required to ensure the success of events and activities.
Duties & Responsibilities
Coordinate speaker selection in collaboration with the committee, including managing abstracts and required documentation.
Assist with planning, managing, and executing all operational aspects of conferences.
Manage all hotel arrangements and on‑site logistics for conferences and related events.
Oversee the preparation and accuracy of the on‑site conference program book and all related content.
Supervise the development of the conference Exhibition Guide and ensure proper content creation.
Set, communicate, and maintain timelines, milestones, and project priorities.
Develop, solicit, and secure conference advertising and sponsorship opportunities.
Manage the exhibition program, including vendor outreach, booth layout, registration, and evaluation (pre and post‑event).
Prepare pre‑conference logistical materials (signage, plaques, badges, registration kits, printed materials, etc.).
Design and compile conference evaluation forms and feedback tools.
Manage all post‑conference activities and follow‑up tasks.
Assist in selecting sponsorship packages and exhibitor booth allocations.
Collaborate with designers on the development of conference brochures and marketing materials.
Communicate with vendors and service providers to ensure timely delivery of all requirements.
Handle visa applications for delegates, speakers, and international participants.
Manage registration processes and provide on‑site troubleshooting during conferences.
Handle pre‑conference workshop registrations and certificates.
Provide assistance across all other conference functions as necessary.
Ensure high‑quality customer service and professional delivery in all interactions.
Perform customer service duties such as handling incoming calls, responding to emails, scanning, and document processing.
Assist in developing presentations, reports, and articles related to the Society’s conferences.
Required Skills & Qualifications (Added as You Requested)
Fluent proficiency in English (spoken and written).
Strong IT knowledge and digital literacy (MS Office, event platforms, CRM tools, basic troubleshooting).
Proven experience in managing events, conferences, or large‑scale activities.
Excellent communication and interpersonal skills.
Ability to multitask and work under pressure with tight deadlines.
Strong organizational and time‑management skills.
Ability to work independently and as part of a team.