The Conference Program Manager is responsible for managing and providing administrative and logistical support, including all speaker management, for assigned sessions at SAME conferences, such as Department of Veteran’s Affairs Sessions at the Small Business Conference, partner organization courses offered in conjunction with (or outside of) SAME events, or other groups of sessions as assigned.
As a member of the meetings and expositions operations team, the incumbent will also play a role in the planning and execution of SAME’s meetings and conferences by providing logistical support, the development of marketing tactics and communications.
1. Schedule, plan, and execute courses offered by SAME strategic partner organizations as stand-alone training events or in conjunction with other SAME events such as Capital Week, JETC or SBC.
In collaboration with Director, create and manage budget for courses.
Serve as main liaison between SAME and partner organization to schedule course and obtain all necessary information to execute.
Work with marketing team to promote such opportunities via traditional means (email, social media, etc.) and set-up informational web page.
Work with Registration Manager to set-up registration and track of registrants to help in “go/no go” determinations.
Serve as speaker liaison and manager.
Solely execute or work with Meetings Manager on all logistical requirements as appropriate (catering, room set-up, av, etc.).
Obtain, produce and ship course materials as necessary.
Manage execution of course on-site.
Collaborate with partner and/or create and distribute course evaluation procedures. Review and summarize results.
Provide course feedback to speakers, Director, and partner organization.
Process continuing education and certificates of attendance as necessary.
Process all finances and financial reports.
Manage and maintain the database of classes and events related to partners and ensure SAME is taking full advantage of all partner offerings.
Maintain relationships with program managers from SAME strategic partners.
2. Schedule, plan, and execute all sessions held during SBC that are cultivated by Department of Veterans Affairs (“VA”) or other agencies.
Along with Director, serve as main liaison with VA or other agency regarding its sessions and required support.
Communicate regular updates across staff teams and to external stakeholders via project plans, timelines and to-do lists.
Conduct Call for Presentation (CFP), including working with agency to develop form, set-up of abstract form, monitoring submissions, communicating with authors, etc.
Arrange and conduct review committees if necessary.
Ensure all selected sessions are promoted adequately on conference website
Work with Senior Program Manager on synchronization of VA and SAME sessions, including:
Scheduling sessions within conference framework, ensuring competing sessions are not scheduled concurrently, best use of session rooms, etc.
Setting-up and managing the speaker service center for the event so it is applicable to all speakers.
In collaboration with Meetings Manager, help manage logistical arrangements appropriate to session type and outcomes, such as room set-up and AV support.
Ensure accurate inclusion of all VA sessions in conference printed program.
Work with Director and Meeting Manager to develop, document and continually assess logistical operations related to VA sessions.
Oversee all aspects of speaker management from selection to execution, including but not limited to:
Communicating with speakers on all requirements, expectations, deadlines, etc.
Collecting speaker presentations, review as necessary, and ensure presentations are uploaded into session rooms.
Providing customer service and assist speakers on-site, including presentation and technical assistance, session preparation, logistics, and other support as requested.
Providing post-conference feedback and information.
Invite and manage moderators as requested or necessary.
Work with Senior Program Manager to set up and run the on-site Speaker Ready Room.
Manage on-site room and session monitors.
Provides VA session performance data and metrics as requested, both on-site and post-conference.
Analyze performance and make recommendations for future programming and improvement on current offerings.
3. Assists with meetings coordination and education session support for other Society conferences and meetings as assigned.
4. Works with committee leaders to coordinate and execute webinars as needed.
5. Support execution of other events as assigned.
Minimum of 3 years of project, program, and/or meeting management experience, preferably in an association or non-profit setting.
Strong understanding of session and speaker management and meeting logistics.
High School diploma plus a 4-year degree from an accredited university in business or related field.
May substitute 5 years professional experience for educational degree requirement.
KNOWLEDGE, SKILLS & ABILITIES
Possess knowledge of speaker management and meeting logistics principles and practices and maintains desire to keep-up on industry trends.
Possess exceptional organizational skills and attention to detail and quality.
Possess superior written, proof-reading, and oral communications skills.
Ability to work in a team environment, be a self-starter, demonstrate initiative, and think outside the box.
Possess excellent interpersonal skills, inspire trust, motivation, and confidence with internal and external stakeholders.
Possess a positive attitude with ability and passion for providing excellent customer service to internal and external stakeholders.
Ability to work on multiple projects and tasks simultaneously, and know how to prioritize, adjust as needed, and meet deadlines.
Ability to problem-solve and think creatively and broadly to enable and implement a project or event.
Ability to travel up to 30%.
Proficient knowledge in Microsoft Office Suite (Word, Outlook, Excel and PowerPoint).
Commitment to organizational excellence.
Ability to pick-up and carry 30 pounds.
The Society of American Military Engineers (SAME) is an equal opportunity employer and does not discriminate in hiring or employment on the basis of race, color, religion, national origin, citizenship status, age, disability, sex, veteran status or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.
About Society of American Military Engineers
The Society of American Military Engineers (SAME) leads collaborative efforts to identify and resolve national security infrastructure-related challenges. Founded in 1920, SAME unites public and private sector individuals and organizations from across the architecture, engineering, construction, environmental and facility management, cyber security, project planning, contracting and acquisition, and related disciplines in support of national security.