Job Description

Conference Coordinator

2-3 Months Contract (Very high possibility of extension)

Irving, TX (must be onsite at least 1 day per week)

Primary Responsibilities include:

• Support operational delivery of all exhibitor elements across multiple B2B in-person and virtual conferences including project management, floor plan management, digital event platform management, financial management (forecasting, budgeting and reconciliation), staff planning and production scheduling.

• Develop, maintain and improve exhibit floor plans to maximize revenue opportunities and engagement.

• Manage conference budgets with direct responsibility for all costs associated with exhibitor fulfillment and delivery; produce accurate monthly forecasts and manage expenses effectively.

• Attend conferences as onsite support for in-person and virtual exhibit delivery including assisting in management of the production schedule, conference staff and liaising with agency partners and vendors.

• Manage and maintain online client-facing portal that holds all logistical information and deadlines for exhibitors ensuring best possible experience for clients.

• Anticipate and react to client requests with a service focus that delivers exceedingly high value to drive exhibitor retention.

• Partner with Exhibit Operations leadership team on projects by providing feedback and maximize output to scale the business.

• Liaise with key conference partners and team members (internal and external) to ensure successful conference execution; build and maintain good relationships by establishing trust and a working partnership. Expected Results

• Achieve operational excellence and execute conferences on time, within budget and with great attention to detail.

• Develop a comprehensive understanding of Gartner’s conference business including the value proposition of each conference for attendees and exhibitors and the value proposition of each exhibitor product.

• Standardized operational processes, project management and best practices both in the planning and onsite execution stages of conference production and delivery.

• Develop an innovative and creative approach to all aspects of the role – team management, engagement strategy and operational execution. Key Contacts Internal Contacts

• Conference Client Services, Exhibit Sales, Conference Logistics, Creative Journey & Branding, Conference Content, Conference Financial & Future Planning, Program Management, Conferences Strategic Planning, Conference Business Solutions External Contacts

• Third party suppliers and contractors

Skills:

• 2-3 years of relevant work experience.

• Able to work effectively in a global, cross functional team environment to run key process stages that deliver successful outcomes.

• Attention to details to track important metrics that will trigger the various phases of the product delivery timeline.

• Strong communication skills to keep all stakeholders aware of the product delivery status.

• Comfortable working in event management technology platforms.

• Fast learner.

• Able to deliver valuable results in a fast-paced environment.

• Team player who brings a “whatever it takes” attitude to succeed and further define the success of the product.

• Ability to review reports and trigger steps in the process based on the data presented in these reports.

• Ability to communicate status and raise issues as they arise.

Education:

Bachelor’s degree Required (focus on events and/or marketing preferred, but not required)

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