YCC is seeking a talented Conference Manager who will be responsible for the planning and execution of events for our clients. Successful candidates are likely to have experience in hospitality, membership association management, and/or large-scale corporate event planning. Our Conference Manager is passionate about creating a positive experience for attendees, vendors, sponsors, and exhibitors, and provides oversight of all aspects of conference and event delivery for our clients.
Working directly with Conference Planning Committees and YCC leadership and supporting staff in a professional and service-oriented manner, ensuring clear and consistent communication.
Effectively prioritizing and executing tasks conforming to shifting priorities, demands, and timelines.
Coordinating pre-meeting/event activities, including but not limited to:
Documenting client requirements, expectations, meeting goals, and objectives
Assisting in the tracking of expenses
Performing venue searches and preparing RFP materials
Supporting leadership review of contracts, make recommendations where appropriate and ensuring goals are met
Supporting site selection strategy, confirming venue ability to deliver on client event specifications, attending site visits as requested
Developing plans for meeting room layouts, meal functions, exhibitor space, registration, venue traffic patterns and other meeting flow needs
Coordinating A/V and IT support for main and auxiliary events
Selecting food and beverage options with consideration to attendee needs
Planning participant transportation for overflow hotels and events held off-site
Preparing and reviewing room lists for staff and VIPs, assigning hotel concessions where applicable
Confirming reservations with staff, vendors, and VIPs coordinated internally
Assisting members and vendors with hotel reservations as necessary
Coordinating travel for Board of Directors members, Conference Planning Committee members, and others as requested
Serving as project manager for key event components such as managing speakers/abstracts/presentations, regular web updates and mobile app development, registration, marketing, graphic design, and other key functions for each event
Securing entertainment and other vendor support for in-conference events as needed
Review hotel banquet event and other orders
Coordinate and support on-site activities, including:
Ensuring proper setup of all meeting spaces, including AV equipment
Working with leadership to ensure proper staffing, hiring and training onsite temporary personnel as needed
Providing check-in support as able
Planning signage and execute placement
Managing conference entertainment
Monitoring food presentation and consumption
Checking session rooms daily before the conference begins and between sessions to ensure the room layout, A/V equipment, lighting, and session materials are according to specifications
Proactively preventing or troubleshooting issues that may arise
Coordinate and support post-meeting activities, including:
Reviewing vendor invoices
Reviewing and summarize meeting evaluation surveys
Coordinate and support virtual meetings and events:
Securing the proper virtual meeting platform to support clients’ needs
Providing training on the platform (if needed) to the client and others speaking during the event
Other duties as assigned.
Bachelor’s degree in hospitality, marketing/communications, or a related field preferred. Professional experience in lieu of formal education will also be considered.
Association/Nonprofit experience is preferred. Experience with AMS (association management software), CRM (customer relationship management) systems, and CMS (content management systems) such as Higher Logic, Naylor, Socius, etc. is a plus.
Diverse technical skills are required, including working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook), G-Suite, Video conference systems (Zoom, GoToWebinar), Social media platforms (Facebook, Twitter, Instagram, LinkedIn), and a basic understanding of email marketing software (Mailchimp, Constant Contact, Campaigner).
Candidate Work Style:
Excellent time management skills and the ability to be flexible in a fast-paced environment.
Self-directed and detail-oriented with a collaborative and professional team spirit.
Solutions-oriented leadership, with the ability to provide outstanding customer service in high-profile or high-pressure scenarios.
Personable with excellent communication skills and experience working professionally with clients and high-level stakeholders.
Exceptional attention to detail.
Must possess a growth mindset.
Who May Apply: This position is open to all qualified applicants and is full-time/remote. Overnight travel to support events is required (30-40%).
Required Materials and Application Process: The following materials should be sent via email to firstname.lastname@example.org:
Cover letter (may be included as an attachment or submitted as the body of your email)
Resume (PDF preferred)
Three professional references (email and phone number preferred)
Please include your last name and “Conference Manager” in the subject line of your message. Applicants will first be evaluated on the completeness and qualifications of application materials. Qualified applicants will then be invited for a phone screening, after which a formal online interview will be scheduled.
References will not be contacted until applicant has been notified and is in a position to receive an offer of employment from YCC.
We are a professional association & conference management company distinguished by our dynamic blend of creativity, flexibility, technology, and attention to detail. YCC has a variety of clientele from user groups needing full association management to companies that need conference marketing and logistical support. We have managed more than 300 conferences ranging in size from 100–2,000 participants in the United States, Europe, Latin America, Australia, New Zealand, and Canada. We are well-versed in reaching across geographical and cultural divides to create a welcoming space for everyone, working with organizations that have members around the world.