Job Description

Senior Conference Planner

• Contract Dates: August 31, 2026 - December 18, 2026
• Schedule: Full-time, 5 days per week, 8 hours per day
• Hours: 36+ hours per week
• Work Arrangement: Hybrid
• Pay Rate: $31.69/hour
• Benefits: Health, dental, and vision insurance offered

About The Role

We are seeking a mid-level Senior Conference Planner to support the planning and execution of executive-level events, including conferences, summits, and leadership dinners. This role will manage event logistics, food and beverage coordination, vendors, event technology, onsite operations, and budgets while partnering closely with internal teams and external stakeholders.

A bachelor's degree with a focus in events, marketing, or a related field is preferred but not required.

Key Responsibilities

• Lead the planning and delivery of assigned executive summits, conferences, and leadership dinners.
• Oversee program logistics, registration, attendee communications, and onsite execution.
• Collaborate with internal event teams and cross-functional stakeholders to ensure seamless event delivery.
• Plan the onsite attendee journey, including event branding, signage, and overall event presentation.
• Coordinate with hotels, venues, suppliers, and event partners.
• Partner with audiovisual providers to communicate event requirements, develop floorplans, and coordinate AV setups.
• Manage invoices, purchase orders, and event-related payments.
• Maintain accurate and timely event budgets and forecasts.
• Identify and communicate budget risks, variances, and potential deviations from plan.
• Complete post-event financial reconciliation.
• Serve as the onsite lead for assigned events and resolve issues in real time.
• Coordinate food and beverage requirements and other venue-related services.
• Manage multiple concurrent events while meeting strict deadlines.
• Travel approximately 4-5 times through December, supporting up to four programs.

Qualifications

• 4-6 years of event planning or conference planning experience.
• Experience planning executive-level events, client events, conferences, or leadership meetings.
• Basic accounting and financial management experience.
• Demonstrated experience with event budgets, forecasting, invoices, and reconciliation.
• Strong knowledge of hotel, travel, and meeting-planning operations.
• Strong understanding of event logistics and technical production.
• Proven venue and supplier management experience.
• Proficiency with Microsoft Office, including Word, Excel, and PowerPoint.
• Excellent project management, organizational, and time-management skills.
• Ability to manage multiple events and priorities in a fast-paced environment.
• Strong customer service mindset and professional executive presence.
• Ability to quickly learn new systems, tools, and processes.
• Strong communication and collaboration skills.
• Ability to work independently while also contributing effectively as part of a team.
• Ability to remain composed and solution-oriented in high-pressure situations.
• Bachelor's degree with a focus in events, marketing, or a related field is preferred, but not required.

Additional Requirements

• Flexibility for overtime and occasional weekend work based on event schedules.
• Willingness to travel within the U.S. and occasionally internationally.
• Expected to become independent in the role within the first 30 days.

Benefits

Eligible employees may receive access to health, dental, and vision insurance.

Interview Process

The selection process includes two interview rounds.

Position Details

• Contract: August 31, 2026 - December 18, 2026
• Schedule: 5 days per week, 8 hours per day
• Hours: 36+ hours per week
• Work Arrangement: Hybrid
• Pay: $31.69/hour
• Travel: Approximately 4-5 trips through December
• Benefits: Health, dental, and vision insurance offered

$31.69 / hr

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