Lingraphica

Conferences and Events Specialist

Lingraphica

full-time

Posted on:

Location Type: Remote

Location: New Jersey • United States

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Salary

💰 $55,000 - $62,000 per year

About the role

  • 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

Requirements

  • 2+ years of experience supporting conferences, trade shows, corporate events, or large-scale event coordination (or other related experience)
  • 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)
  • 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, Monday.com, 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
Benefits
  • 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 Friday’s
  • Discounts on travel, entertainment, home/pet/car insurance
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
event coordinationproject managementbudget trackingvendor managementlogistics managementattendee registrationevent productioncustomer serviceproblem-solvingattention to detail
Soft Skills
organizational skillscommunication skillstime managementadaptabilityteam-orientedproactivecalm under pressurefollow-throughresponsivenessability to work independently