Conferences and Events Specialist

Purpose:The Conference and Events Specialist is responsible for planning and executing conferences as well as small to large-scale events both internally and externally. This encompasses ideation through onsite delivery and post-event wrap-up. This role ensures event logistics run smoothly cross-functional teams remain aligned and all stakeholders from internal departments to external partners are informed and prepared at every stage. The Conference and Events Specialist plays a key role in connecting moving parts across marketing sales product and education & research functions to deliver a seamless conference experience. The ideal candidate is highly organized detail-oriented and comfortable managing multiple priorities deadlines and dependencies in a fast-paced environment. 

Essential Duties & Responsibilities: 

• Lead the planning and execution of conferences trade shows and large-scale events of varying sizes  
• Develop event timelines presentations booth schedules and deliverables across teams  
• Collaborate with all cross-functional teams to inform Marketing of happenings to ensure proper promotion and marketing of activities  
• Play a key role in planning and organizing internal meetings and events such as Annual Meeting and Team Offsites 
• Manage logistics including venues registration travel lodging and onsite operations  
• Communicate with vendors (AV catering rentals venue staff contractors) to ensure requirements are met  
• Own and supervise exhibitor and sponsor logistics (booth setup branding assets deliverables session needs etc.)  
• Track contracts invoices and payments for event-related vendors and suppliers  
• Maintain event planning documents checklists dashboards and reporting tools  
• Responsible for attendee registration processes confirmations and troubleshooting  
• Initiate the development of attendee-facing communications including schedules FAQs and event updates  
• Oversee production and delivery of event materials such as signage badges swag and printed collateral  
•  Spearhead onsite event setup staffing coordination and vendor supervision  
• Monitor onsite attendee flow and provide customer service during the event  
• Troubleshoot issues in real time and escalate as needed to ensure smooth execution  
•  Establish and lead post-event wrap-up including feedback collection survey management and reporting  
• Own post-event budget reconciliation and vendor closeout tasks  
• Document event learnings and update internal conference playbooks for continuous improvement 
• May perform other duties as assigned 

Qualifications :

Knowledge Skills & Abilities 

• Proven ability to manage multiple projects timelines and competing priorities in a fast-paced environment  
• Strong organizational skills and attention to detail with consistent follow-through  
• Excellent written and verbal communication skills  
• Experience coordinating with vendors venues external partners and cross-functional internal teams 
• Proficiency with Microsoft Office and/or Google Workspace tools (Excel/Sheets Word/Docs PowerPoint/Slides)  
• Ability to work flexible hours as needed including occasional evenings and weekends during events 
• Experience using event registration platforms (e.g. Cvent Eventbrite Bizzabo Whova Splash) (Preferred) 
• Familiarity with conference production and onsite operations (AV staging signage vendor load-in/out) (Preferred) 
• Experience supporting exhibitor and sponsorship programs including fulfillment of sponsor deliverables  
• Basic budget tracking experience including invoice processing and vendor reconciliation  
• Project management tool experience (e.g. Asana Trello Smartsheet) (Preferred) 
• Strong time management and ability to perform well under tight deadlines  
• Highly responsive adaptable and calm under pressure  
• Customer-service mindset with a focus on attendee experience  
• Team-oriented proactive and able to work independently  
• Strong problem-solving skills and attention to logistics 

Education &Experience 

• 2 years of experience supporting conferences trade shows corporate events or large-scale event coordination (or other related experience) 

Additional Information :

Work Environment & Physical Demands 

In this role the employee primarily worksfrom homeand is expected tomaintainasafe productive work environment with secure internet access. 

Must be able tooperate a computerwith or  be able to lift and move event materials up to 2535 lbs. Positionrequires lifting overhead twistingbendingand squatting to lift boxesor event be comfortable being on your feet for extended periods during onsite event execution 

Travel 

Ability and willingness to travel within the U.S. to attend 4 6 conferences or events per year. 

Additionally travel isrequired approximately 2 times per year for in-person team meetings and the all-companymeeting. 

Accommodations 

To perform this job successfully an individual must be able to perform each essential duty and physical demand satisfactorily. The requirements listed above are representative of the knowledge skills and/or abilities and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Lingraphica and Pay Transparency  

At Lingraphica we are committed to fair and equitable compensation practices. The starting salary range for this position is $55000 to 62000 per year. Placement in the starting pay is based on factors such as experience skills education and internal equity. We regularly review our compensation structures to ensure they align with industry standards promote fairness and support career addition to competitive base pay we offer a comprehensive benefits package and a commitment to fostering an inclusive and supportive workplace. We encourage open conversations about compensation and are dedicated to maintaining transparency throughout the hiring process. 

• Paid Time Off (sick personal and vacation) 
• Paid Company Holidays 
• 401(k) Retirement Plan and Contribution 
• Medical/Dental/Vision benefits with FSA HSA & Dependent care options 
• Employer Paid Life Insurance  
• Voluntary benefits such as Short and Long Term Disability Critical Illness Hospital Indemnity and AD & D insurance 
• Stipends for health and wellness home office setup and professional development  
• Paid Family Leave 
• Annual bonus program 
• Annual merit increases 
• Year-Round Flex Fridays 
• Discounts on travel entertainment home/pet/car insurance 

To learn more about Lingraphica visit: ! To learn more about our benefits offerings click here!

This Organization Participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. 

Este empleador participa en E-Verify y proporcionará al gobierno federal la información de su Formulario I-9 para confirmar que usted está autorizado para trabajar en los EE. UU.

Remote Work :

Yes

Employment Type :

Full-time