Project Coordinator, Conferences

  • New York, NY


: $52,075.00 - $104,060.00 /year *

Employment Type

: Full-Time


: Advertising/Marketing/Public Relations

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Looking to join a well-funded, established startup 16 years in the making? It sounds a little crazy, but it's true! We may be going on our 17th year of hosting successful dermatology-focused educational conferences, but we are just starting to embrace our startup spirit. Our success has allowed us to embark on a dynamic trajectory of growth and exceptional rate of technology adoption. Our current team of 10 is looking to bring on some additional members. Sound good to you? Then keep on reading? Our Company The Foundation for Research and Education in Dermatology, LLC ( is an experience first organization designed to catalyze dermatologists and extenders to stop, think, and adapt through CME and non-CME educational events. Unrivaled in thought-leadership, partnerships, and content, our meetings are designed to push our attendees forward in the dermatology field. Our conferences have been proven to enhance attendee confidence, demonstrated by our exceptional attendee and sponsor retention rates. We believe the key to accelerated learning is the combination of individual interests, self-reflection, and action. Our proprietary Intelligent Learning Ecosystem? captures user interests from our live and digital properties. We then shape those interests to steer the development of our future content, enhancing engagement. The Essentials This opportunity is only for those looking for a fast-paced startup environment. Let's start with the essential qualities and values we are looking for in a candidate:Self-motivated, fast-learner who is ready to hit the ground runningProblem solver with an elevated level of curiosityGood listener and maintains accountability for their actionsActive team member with the foundational elements of a good leader: humble, collaborative, can-do attitude, etcExtremely detail oriented? Job Description ? The Project Coordinator, Conferences will be responsible for coordinating and planning various elements of our five annual conferences. They will liaise between the Foundation and multiple constituents throughout the planning process as well as assist with on-site support at our conferences. The position is located in our New York City office. PLANNING Manage timelines and status reportsWork within specified budgetManage communication with conference constituents:Inbound attendee, speaker and sponsor inquiriesSpeaker (faculty) registration and coordination of materialsExhibit and sponsorship activation coordinationTravel and housing coordinationExhibitor logisticsRegistrationCoordination of online registration process in Cvent (must be well-versed with Cvent platform and able to implement all aspects independently)Assist with setting up events in CventManage email campaigns and online registrationMonitor reports and provide updates to internal teamMeeting Material PreparationCoordinate meeting material preparation including handouts, badges, speaker documentation collection, assets for digital offerings, and sponsorship giveawaysWork with vendors to get estimates and execute production of sponsorship elements, signage, and displaysProcess post program paperwork including speaker payments, expenses, vendor invoices, and assist with budget reconciliationAssist with maintaining conference information on WebsiteProject Support for other ad hoc small events and online projects ON-SITE Travel to coordinate onsite logistics for 5 conferences (U.S. based) annually (including site surveys)Support conference staff for all logistics, planning questions and fire drillsQA room setups for each sessionRegistration process set up and managementSupport of exhibit logistics and set upEnsure everything runs smoothly for staff, faculty, industry, attendees, and guests GENERAL Expert level user of Cvent requiredStrong understanding of event technologies (PassKey, Audience Response System (ARS), Conference Mobile Applications such as CrowdCompass)CME or Medical Education Meeting or Project Experience preferredTravelUp to 20% travel required (will include nights and weekends) Qualifications and Skills 4-year degree from an accredited institution2+ years of medical meeting management experienceExperience in building meeting management capabilities and processesStrong proficiency in Cvent and Microsoft Office Suite required (Word, Excel, and PowerPoint)Demonstrated experience in event planning and execution, exhibit or tradeshows, logistics and meeting managementSuperior organizational and time-management skills with a detail-oriented mindsetExcellent verbal and written communications skillsCertified Meeting Professional (CMP) designation is a plusKnowledge of Salesforce, Mailchimp, Streaming, and Website Platforms a plusSalary Commensurate with Experience plus BenefitsContact:
To be considered, all candidates?MUST?send resume, cover letter and salary requirements upon application Hospitality & Tourism, Keywords: Meeting and Events Project Coordinator

* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.

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