Professional Conference Staff

Professional Conference Staff

Company: ESO Consultants LLC
Location: Albany, New York
Compensation: $30.00 - $45.00 per hour
Employment Type: Contract / Part-Time / Full-Time (Based on Project Needs)

Position Overview

ESO Consultants LLC is seeking a detail-oriented, organized, and motivated Professional Conference Staff member to support the planning, coordination, and execution of statewide educational conferences, professional development programs, and special events throughout New York State. The successful candidate will provide administrative, operational, and event support to ensure efficient conference management, participant engagement, and successful event delivery. This role will work closely with the Conference Director and organizational leadership while collaborating with educational stakeholders, presenters, vendors, and conference attendees. This position is ideal for an individual with strong administrative, customer service, communication, and event coordination experience in educational, nonprofit, conference, government, or public-sector environments.

Key Responsibilities

• Assist with conference planning, scheduling, and event coordination activities.
• Support registration management and attendee communications.
• Coordinate meeting materials, agendas, presentations, handouts, and event resources.
• Assist with outreach and engagement efforts involving educational organizations, community partners, and stakeholders.
• Maintain records, attendance logs, reports, databases, and operational documentation.
• Support vendors, presenters, exhibitors, sponsors, and guests during conferences and events.
• Assist with website updates, promotional materials, newsletters, and digital communications.
• Coordinate virtual meeting platforms and provide conference technology support.
• Deliver exceptional customer service to conference participants and stakeholders.
• Assist with post-event surveys, evaluations, reporting, and data collection activities.
• Support on-site logistics and operational activities during conferences, workshops, and professional development programs.
• Ensure accurate and timely completion of administrative tasks and project deliverables. 
   

Minimum Qualifications

• Bachelor's degree preferred in one of the following areas:
  • Event Management
  • Public Relations
  • Marketing
  • Communications
  • Education
  • Business Administration
  • Related field
• Minimum of three (3) years of experience supporting conferences, educational programs, training events, administrative operations, or project coordination activities.
• Experience using Microsoft Office Suite, Google Workspace, event registration systems, and virtual meeting platforms.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Excellent written, verbal, and interpersonal communication skills.
• Strong customer service and relationship-building abilities.
• Ability to work collaboratively in fast-paced and team-oriented environments.
• Ability to travel within New York State as needed. 
   

Preferred Qualifications

• Experience supporting educational conferences, training programs, or professional development events.
• Administrative reporting, documentation, and record management experience.
• Scheduling, logistics, and event coordination expertise.
• Stakeholder communication and outreach experience.
• Virtual meeting and conference platform support experience.
• Social media, marketing, or promotional content development experience.
• Experience working with diverse educational communities and stakeholders. 
   

Desired Competencies

• Event Coordination & Conference Support
• Administrative Operations & Documentation
• Scheduling & Logistics Management
• Customer Service & Participant Support
• Stakeholder Communication & Outreach
• Organizational & Multitasking Skills
• Technology & Virtual Platform Support
• Team Collaboration & Professionalism