Conference Coordinator I

Company : TalentBurst

Location : Irving, TX

Posted Date : 28 October 2025

Job Type : Contractor

Category : Administrative Assistance

Occupation : Coordinator

Job Details

Conference Coordinator
Irving, TX 75039
1+ Months
Hybrid 1 day in office or Fully Remote
Primary Responsibilities include:

Support operational delivery of all exhibitor elements across multiple B2B in-person and virtual conferences including project management, floor plan management, digital event platform management, financial management (forecasting, budgeting and reconciliation), staff planning and production scheduling.
Develop, maintain and improve exhibit floor plans to maximize revenue opportunities and engagement.
Manage conference budgets with direct responsibility for all costs associated with exhibitor fulfillment and delivery; produce accurate monthly forecasts and manage expenses effectively.
Attend conferences as onsite support for in-person and virtual exhibit delivery including assisting in management of the production schedule, conference staff and liaising with agency partners and vendors.
Manage and maintain online client-facing portal that holds all logistical information and deadlines for exhibitors ensuring best possible experience for clients.
Anticipate and react to client requests with a service focus that delivers exceedingly high value to drive exhibitor retention.
Partner with Exhibit Operations leadership team on projects by providing feedback and maximize output to scale the business.
Liaise with key conference partners and team members (internal and external) to ensure successful conference execution; build and maintain good relationships by establishing trust and a working partnership. Expected Results
Achieve operational excellence and execute conferences on time, within budget and with great attention to detail.
Develop a comprehensive understanding of Gartner's conference business including the value proposition of each conference for attendees and exhibitors and the value proposition of each exhibitor product.
Standardized operational processes, project management and best practices both in the planning and onsite execution stages of conference production and delivery.
Develop an innovative and creative approach to all aspects of the role - team management, engagement strategy and operational execution. Key Contacts Internal Contacts
Conference Client Services, Exhibit Sales, Conference Logistics, Creative Journey & Branding, Conference Content, Conference Financial & Future Planning, Program Management, Conferences Strategic Planning, Conference Business Solutions External Contacts
Third party suppliers and contractors

Skills:

2-3 years of relevant work experience.
Able to work effectively in a global, cross functional team environment to run key process stages that deliver successful outcomes.
Attention to details to track important metrics that will trigger the various phases of the product delivery timeline.
Strong communication skills to keep all stakeholders aware of the product delivery status.
Comfortable working in event management technology platforms.
Fast learner.
Able to deliver valuable results in a fast-paced environment.
Team player who brings a "whatever it takes" attitude to succeed and further define the success of the product.
Ability to review reports and trigger steps in the process based on the data presented in these reports.
Ability to communicate status and raise issues as they arise.

Education:

Bachelor's degree Required (focus on events and/or marketing preferred, but not required)

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