The overall purpose of this job is to provide a superior level of service to conferences with administrative and project management functions of conference support services. Support team members and establish a consistent level of quality, accuracy and compliance to departmental and industry standards. Assist volunteers and staff in process management to ensure efficient procedures, remain on budget, adhere to policy and procedures and offer continual improvement to existing processes. The incumbent is expected to have consistent communication with management on developments, problems, and status of projects. He/She must maintain workload balance, and set priorities in deadline-driven environment and represent the IEEE in a professional manner. This role will report to the Senior Manager of Conference Operations and will not have any direct reports. The incumbent is expected to research and determine the appropriate course of action with limited supervision.

Essential Functions:

Specific responsibilities include but are not limited to

• Conference Planning and Administrative Support
• Act as administrative conference support to the team
• Prepare meeting-specific requests for (Hotel) Proposals (RFPs), soliciting bids from hotel sites, and make recommendations to meeting organizers based on bids received.
• Prepare hotel contracts for approval and execution and ensure that all contracts are processed through the appropriate IEEE channels
• Coordinate hotel reservations for staff as needed
• Collect final hotel room pick up reports and review for compliance with contract terms.
• Review conference websites to ensure they are compliant.
• Coordinate conference marketing efforts with the team.
• Research and secure vendors for conference supplies and services.
• Handle logistics of conference shipments for domestic and international conferences.
• Maintain conference supply inventory and assist with conference shipments.
• Registration
• Coordinate online registration process and ensure compliance with the relevant policy and procedures.
• Support registration team with reports and name badge printing.
• Assist in packing conference registration shipments.
• Project Administration
• Ensure compliance and timeliness of conference tasks.
• Coordinate and support the preparation and submission of compliance related documents and forms for IEEE.

Education and Experience:

• High School Graduate

Skills & Other Requirements:

• Excellent project and time management skills with the ability to prioritize and oversee multiple events concurrently.
• Admirable listening, organizational, and planning skills.
• Committed to working both independently and as a team player.
• Must be technology savvy, and display a willingness to seek out technology solutions to business challenges.
• Proven ability to adapt quickly to new software applications and use technology-based tools to accomplish work.
• Familiarity with and proficiency in MS Office applications (WORD, Excel), and electronic mail applications.
• Ability to identify problems and/or opportunities, assess associated risks and recommend effective solutions or actions, often in real time.

For information on work demands and conditions required for this position, please consult the reference document, “Physical, Mental, and Work Environment Standards for IEEE Positions.” This position is classified under Category I – office positions.

IEEE is an EEO/AAP Employer/Protected Veteran/Disabled
=======================================================================
Disclaimer: This job description outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.