Conference Coordinator Job at FM (Norwood)

Administrative Coordinator

We are looking for a motivated and organized Administrative Coordinator to join ...

Location

United States , Greater Philadelphia Region

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Proven experience in event, conference, or program management is a plus
Ability to navigate complex work environments and problem-solve under pressure
Strong interpersonal skills with a detail-oriented approach when interacting with clients, staff, and partners
Hands-on approach with exceptional organizational and multitasking abilities
Willingness to work extended hours, including evenings and weekends, during peak seasons
Familiarity with CYMA Not-For-Profit software and other documentation processes
Experience in managing tenant-landlord relationships and registration processes
Knowledge of mortgage applications and related administrative tasks

Job Responsibility

Plan and oversee the logistics for summer programs and conferences, including vendor coordination, facilities setup, and on-site execution
Manage contracts and support sales activities while fostering strong client relationships
Collaborate with program managers and cross-functional teams, including facilities, real estate, and union staff
Conduct research on industry trends and best practices in event and conference management
Deliver on-site support during events, including evening and weekend hours as required
Monitor and maintain documentation related to programming, contracts, and event logistics
Ensure effective communication with all stakeholders to address challenges and maintain smooth operations
Uphold a high level of attention to detail and adaptability in a dynamic work environment

What we offer

medical, vision, dental, and life and disability insurance
eligible to enroll in our company 401(k) plan

Executive Assistant, Investor Relations

Well-known and highly respected billion-dollar global investment management firm...

Location

United States , New York

Salary:

90000.00 - 120000.00 USD / Year

Solomon Page

Expiration Date

Until further notice

Requirements

Minimum 2–4+ years of experience as an Executive Assistant or Administrative Assistant, ideally working within financial services
Prior client service or investor-facing experience preferred
Bachelor’s degree required
Exceptional attention to detail and strong organizational skills
Excellent written and verbal communication abilities
Ability to manage multiple priorities and work effectively under pressure
Professional demeanor when interacting with senior executives and external investors
Demonstrated discretion and ability to handle confidential information
Highly collaborative team player with a proactive mindset
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job Responsibility

Provide comprehensive executive administrative and client-facing support to the Investor Relations team
Manage complex calendars across multiple time zones and coordinate internal and external meetings
Serve as a point of contact for investor scheduling and communications
Prepare and coordinate materials for meetings, calls, and follow-ups
Coordinate conference room logistics, catering, and meeting setup
Maintain and update team conference calendars
Coordinate travel arrangements, itineraries, and event registrations for team members
Prepare and reconcile expense reports
Provide backup phone coverage and support other administrative staff as needed
Assist with special projects and team initiatives

What we offer

Discretionary bonus eligibility
AMAZING, comprehensive benefits – medical/dental/vision/etc.
complimentary breakfast & lunch
on-site gym access

Fulltime

Law Firm Conference Room Coordinator

A global law firm seeks a Conference Room Coordinator for their Miami office. Th...

Location

United States , Miami

Salary:

Not provided

Beacon Hill

Expiration Date

Until further notice

Requirements

Minimum 1-2 years of relevant experience planning and executing corporate events and hospitality experiences
3 years' experience in customer service
Flexibility in daily work schedule necessary to accommodate Conference Center requirements, including occasional evenings
High School Diploma
Excellent customer service skills

Job Responsibility

Review daily, weekly, monthly conference room schedule to determine meeting needs
Use room scheduling system to assign conference rooms, ensure proper room set up, food and beverage delivery, equipment delivery and installation, and other services as required
Hold weekly meeting with other departments (e.g., Office Services, Marketing, Firmwide Events, Recruiting, IT, Reception) as necessary to review the upcoming week's details
Check meeting services prior to meetings to ensure all services are established and ready, and provide on-site support (before, during, and after) of hospitality events
Monitor appropriate use of rooms and general condition of the conference center floor
Coordinate food and beverage ordering for non-conference center hospitality areas
Coordinate the office floral deliveries and plant servicing
Organize and maintain an accurate inventory of hospitality catering items
Coordinate site operations in accordance with building procedures and policies while being mindful of contract guidelines
Provide information, direction and oversight to outside vendors to ensure high quality completion of work

Fulltime

Law Firm Conference Room Coordinator

A global law firm seeks a Conference Room Coordinator for their Miami office. Th...

Location

United States , Miami

Salary:

Not provided

Beacon Hill

Expiration Date

Until further notice

Requirements

Minimum 1-2 years of relevant experience planning and executing corporate events and hospitality experiences
3 years' experience in customer service
Flexibility in daily work schedule necessary to accommodate Conference Center requirements, including occasional evenings
High School Diploma
Excellent customer service skills

Job Responsibility

Review daily, weekly, monthly conference room schedule to determine meeting needs
Use room scheduling system to assign conference rooms, ensure proper room set up, food and beverage delivery, equipment delivery and installation, and other services as required
Hold weekly meeting with other departments (e.g., Office Services, Marketing, Firmwide Events, Recruiting, IT, Reception) as necessary to review the upcoming week's details
Check meeting services prior to meetings to ensure all services are established and ready, and provide on-site support (before, during, and after) of hospitality events
Monitor appropriate use of rooms and general condition of the conference center floor
Coordinate food and beverage ordering for non-conference center hospitality areas
Coordinate the office floral deliveries and plant servicing
Organize and maintain an accurate inventory of hospitality catering items
Coordinate site operations in accordance with building procedures and policies while being mindful of contract guidelines
Provide information, direction and oversight to outside vendors to ensure high quality completion of work

Fulltime

Law Firm Conference Room Coordinator

A global law firm seeks a Conference Room Coordinator for their Miami office. Th...

Location

United States , Miami

Salary:

Not provided

Beacon Hill

Expiration Date

Until further notice

Requirements

Minimum 1-2 years of relevant experience planning and executing corporate events and hospitality experiences
3 years' experience in customer service
Flexibility in daily work schedule necessary to accommodate Conference Center requirements, including occasional evenings
High School Diploma
Excellent customer service skills

Job Responsibility

Review daily, weekly, monthly conference room schedule to determine meeting needs
Use room scheduling system to assign conference rooms, ensure proper room set up, food and beverage delivery, equipment delivery and installation, and other services as required
Hold weekly meeting with other departments (e.g., Office Services, Marketing, Firmwide Events, Recruiting, IT, Reception) as necessary to review the upcoming week's details
Check meeting services prior to meetings to ensure all services are established and ready, and provide on-site support (before, during, and after) of hospitality events
Monitor appropriate use of rooms and general condition of the conference center floor
Coordinate food and beverage ordering for non-conference center hospitality areas
Coordinate the office floral deliveries and plant servicing
Organize and maintain an accurate inventory of hospitality catering items
Coordinate site operations in accordance with building procedures and policies while being mindful of contract guidelines
Provide information, direction and oversight to outside vendors to ensure high quality completion of work

Fulltime

Law Firm Conference Room Coordinator

A global law firm seeks a Conference Room Coordinator for their Miami office. Th...

Location

United States , Miami

Salary:

Not provided

Beacon Hill

Expiration Date

Until further notice

Requirements

Minimum 1-2 years of relevant experience planning and executing corporate events and hospitality experiences
3 years' experience in customer service
Flexibility in daily work schedule necessary to accommodate Conference Center requirements, including occasional evenings
High School Diploma
Excellent customer service skills

Job Responsibility

Review daily, weekly, monthly conference room schedule to determine meeting needs
Use room scheduling system to assign conference rooms, ensure proper room set up, food and beverage delivery, equipment delivery and installation, and other services as required
Hold weekly meeting with other departments (e.g., Office Services, Marketing, Firmwide Events, Recruiting, IT, Reception) as necessary to review the upcoming week's details
Check meeting services prior to meetings to ensure all services are established and ready, and provide on-site support (before, during, and after) of hospitality events
Monitor appropriate use of rooms and general condition of the conference center floor
Coordinate food and beverage ordering for non-conference center hospitality areas
Coordinate the office floral deliveries and plant servicing
Organize and maintain an accurate inventory of hospitality catering items
Coordinate site operations in accordance with building procedures and policies while being mindful of contract guidelines
Provide information, direction and oversight to outside vendors to ensure high quality completion of work

Fulltime

Coordinator, Marine Professional Development

The Coordinator, Marine Professional Development is responsible for supporting t...

Location

United States , Miami

Salary:

Not provided

Carnival Cruises

Expiration Date

Until further notice

Requirements

Associate’s degree required and Bachelor's preferred in Business Administration, Education, Maritime Studies, or a related field
Advanced knowledge of Microsoft Office Suite
Expert-level proficiency in Microsoft PowerPoint, including advanced features such as animations, transitions, and master slides
Proven experience in designing and developing high-quality PowerPoint presentations for executive audiences
Demonstrated proficiency in Microsoft Excel, in particular for: data entry and formatting, formulas and functions, data analysis and visualization, and data management
Strong organizational and time management skills with the ability to manage multiple projects/demands simultaneously and meet deadlines
Exceptional attention to detail and commitment to accuracy
Excellent communication and interpersonal skills, with the ability to collaborate effectively with stakeholders at all levels
Highly organized individual accustomed to handling multiple demands and maintaining the desired level of operational excellence and efficiency, detail-oriented and able to prioritize tasks as required
2–3 years of experience in administrative coordination, data management, or event planning

Job Responsibility

Scheduling of key events such as Panel Senior Officers' shoreside interviews with Marine Senior Leadership, ensuring candidates are provided all necessary information
responsible for following up on all required arrangements for candidate attendance, including providing the agenda and bona fide letters
Schedule all internal review meetings for candidates eligible for promotions and provide detailed reports of such meetings
Schedule Promotion Board Committee meetings, ensuring that the event aligns with all Promotion Board members’ calendars, prepares candidates’ files, and provides a detailed report of feedback collected during the event
Meticulous planning of Senior Leaders’ performance conversation
contacting onboard Senior Officers to ensure the meeting aligns with their operational schedule, sending invites, and providing performance matrixes to the Director of Marine Professional Development
Responsible for maintaining and updating the comprehensive technical promotion database for Engine Junior Officers, Petty Officers, and ratings
Download, summarize, and store all performance evaluations for Petty Officers, ratings, and Junior Officers (up to the rank of 1st Engineer Junior) in a secure and organized manner
Communicate effectively with vessels to clarify any missing information or discrepancies related to professional development and promotion eligibility
Schedule candidates for Utilia Leadership assessment and ensure that proper tracking of all activities is maintained, that logistics are in place, and provide weekly updates to MPD team for reassessment of priorities

What we offer

Health Benefits: Cost-effective medical, dental, and vision plans
Employee Assistance Program and other mental health resources
Additional programs include company-paid term life insurance and disability coverage
Financial Benefits: 401(k) plan that includes a company match
Employee Stock Purchase Plan
Paid Time Off: Holidays – All full-time and part-time employees with benefits employees receive days off for 8 company-wide holidays, plus 2 additional floating holidays to be taken at the employee’s discretion
Vacation Time – All full-time employees at the manager and below level start with 14 days/year
director and above level start with 19 days/year
Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 84 hours/year
All employees gain additional vacation time with further tenure

Fulltime

Conference Producer / Conference Marketing Specialist

Bring academic conferences to life! Lead production or marketing, connect with g...

Location

Singapore , Singapore

Salary:

Not provided

MDPI

Expiration Date

Until further notice

Requirements

A Bachelor or Master's degree in any subject
Fresh graduates are welcome to apply
Experience in conference industry is preferred
Are curious about people and love to speak, build and nurture relations
Capable of handling multiple projects, and articulate common objectives for the teams to follow.
Excellent online call etiquette and written communication skills
International travel and confidence in face-to-face networking
Proven ability to work well in a team but also initiative to work on your own

Job Responsibility

Market Research: Assist in conducting preliminary research on market trends, competitor landscapes, and industry challenges
Conference agenda curation: Assist in scheduling sessions with the chair and session chairs, coordinating with speakers and session chairs, and ensuring timely updates to the event agenda
Stakeholder Engagement: Assist in maintaining communication with key stakeholders, including chair, session chairs, speakers to create advocacy for our events
Website Management: Assist in managing event websites, ensuring it is updated timely with the latest information, speakers, partners, and sessions
Customer Service: Provide exceptional service to partners, speakers, and stakeholders, resolving issues promptly
Team Coordination: Coordinate with editorial team, marketing team, live session teams
Editorial progress monitor: Work closely with the editorial team on abstract processing and with production teams on abstract book preparation
Live streaming of virtual conferences: Assist in coordinating and supporting the live streaming of virtual conferences, ensuring seamless technical operation, real-time troubleshooting, and smooth engagement throughout the session
Assist in onsite delivery: Assist in the creation and delivery of event briefs for on-site delivery, ensuring exceptional on-site execution of the conferences to meet customer expectations
Plan and execute virtual conferences, ensuring seamless coordination and delivery of all sessions and activities

What we offer

Professional and personal development
International work environment
Flexible working hours in the limits of a full-time job
Trips to the other MDPI offices
Attending Scientific Conferences
Competitive salary, benefits

Fulltime

Conference Coordinator

FM

Location:
United States , Norwood

Category:
Hospitality and Tourism

Contract Type:
Not provided

Salary:

Job Description:

Job Responsibility:

Requirements:

Nice to have:

Additional Information:

Job Posted:
January 25, 2026

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Job Posted:January 25, 2026

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