Coordinator, Conference Operations

Forge is seeking a detail-oriented and organized Conference Coordinator to support the planning and execution of conference programs across Emerald’s portfolio. In this role, you will work closely with Conference Managers/Directors, Event Operations, Marketing, education partners, and speakers to assist with speaker management, session logistics, content documentation, and onsite execution, contributing to well-run programs and exceptional speaker and attendee experiences.

The Conference Coordinator supports pre-planning, onsite execution, and post-event wrap-up for conference programs at multiple events annually. Successful candidates are proactive, highly organized, and comfortable managing large volumes of speaker and session information against overlapping deadlines. This role requires a high level of accuracy, clear and professional communication, and the ability to maintain a calm, solutions-focused approach when navigating challenges.

RESPONSIBILITIES

Conference Planning & Coordination Support

•Support Conference Managers with conference planning activities, timelines, and task coordination for assigned events.

•Maintain session databases for each event, including schedule, room, and track information.

•Work with Conference Managers to keep event specifications up to date and communicate changes to internal teams.

•Participate in weekly team meetings, share updates on assigned tasks, and flag any issues.

Call for Presentations & Education Support

•Manage the online call for presentations and assist potential speakers with submission questions or technical challenges.

•Compile speaker submissions and prepare them for review and session selection by education partners and conference leadership.

•Support continuing education (CEU) processes, including accreditation requirements and submitting data for CEU certificates.

Speaker Management

•Serve as speakers’ primary point of contact for event-related information throughout the speaking process, from confirmation through post-event follow-up.

•Create, distribute, and track the status of speaker agreements.

•Collect speaker bios, headshots, and handouts for use in marketing materials, conference websites, and onsite.

•Maintain speaker databases for each event, including contact and badge information, audio-visual and housing requirements, and special requests.

•Assist with speaker travel coordination, including hotel reservations and airfare where required.

Conference Materials & Website Support

•Keep conference websites up to date with speaker, session, and handout information.

•Assist with proofing conference brochures, show directories, signage, and other event materials.

•Create and manage RSVP links and lists for special events and conference programs.

Budgeting & Financial Coordination

•Process speaker payments and reimbursements under the direction of Conference Managers/Directors.

•Support the collection and organization of invoices and required financial documentation for conference-related vendors.

•Assist with tracking conference expenses against budget as needed.

Onsite Execution Support

•Work with Conference Managers to prepare conference shipments by securing onsite supplies and conference-related materials.

•Coordinate with Event Operations on meeting room setups, audio-visual needs, and session signage.

•Train and oversee onsite room monitors and event staff.

•Provide onsite conference support during show days, assisting speakers and attendees and escalating issues as appropriate.

•Help troubleshoot onsite issues while maintaining a professional, calm, and service-oriented approach.

Post-Event Wrap-Up & Reporting

•Assist with the development, distribution, and analysis of speaker and session evaluations.

•Assist with post-event documentation, including reconciling speaker payments and organizing final conference materials.

•Support the collection of feedback and operational notes to inform continuous improvement and future conference programs.

QUALIFICATIONS

•Experience in conference management, meetings, event operations, or related fields, with an understanding of meeting and event planning principles and procedures.

•Strong attention to detail and the ability to process and manage data with a high level of accuracy.

•Strong organizational and time management skills with the ability to manage multiple tasks and competing deadlines simultaneously.

•Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook; DocuSign, Smartsheet, and A2Z experience a plus.

•Comfort working in web-based platforms, including website updates and call-for-presentations systems.

•Strong written and verbal communication skills, with a professional approach to speaker and partner interactions.

•Ability to make sound administrative and procedural decisions while independently managing assigned responsibilities.

•Ability to travel up to 20%, including time on show site for conference execution.

About Emerald

At Emerald, we strive to foster a diverse and inclusive community. We actively recruit and champion candidates who bring new perspectives from varied professional backgrounds and experiences, and we are intentional about ensuring a positive hiring experience for everyone. Our job postings don’t contain experience inflation, and most don’t require college degrees. Instead, they’re crafted to focus on outcomes and transferable experiences that are assessed in a structured interview process carried out by trained hiring teams. 

COMPENSATION & BENEFITS

Target Compensation: $50,000 - $60,000

Please note that this range reflects a reasonable estimate of the target compensation for this position. This range may ultimately vary based on a candidate’s qualifications and may be higher where required by applicable law. 

We offer a competitive benefits package designed to strengthen our employees’ physical and mental health, including unlimited vacation for exempt employees, flexible working locations, 401(k) plan with a company match, medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits, parental and caregiver leave, dependent, commuter and FSA benefits, professional development programs like Toastmasters, and mental wellness tools.

If you need accommodation in our application process or have questions about our posted salary range, please email our Talent Acquisition team at Careers@EmeraldX.com.

About Emerald

Emerald’s talented and experienced teams grow our customers’ businesses 365 days a year with products that create connections, deliver content, and drive commerce. We produce over 140 annual events, create and deliver content through print and digital channels, and power commerce through our seamlessly integrated in-person and digital platforms and channels. For more information, please visit http://www.emeraldx.com.