Conference Coordinator bei Diversified

We are Diversified, a global media company that connects, educates, and strengthens business communities through a diverse portfolio of events, digital products, and publications. Our US division, based in Portland, Maine, produces industry-leading events and digital content that drive innovation and growth in the 15+ industries we serve. At Diversified, our culture is rooted in collaboration, creativity, and a shared commitment to excellence. Join our Seafood Portfolio Group as a Conference Coordinator!

Are you passionate about delivering impactful, well-organized, and engaging conferences for a global B2B audience?

Do you thrive in a collaborative environment where educational programming, sponsored content, and event logistics come together to create memorable industry experiences? If so, we want you to join our team as a Conference Coordinator for the Seafood Group!

In this role, you’ll work closely with the Conference Project Manager to coordinate schedules, speaker deliverables, session details, and onsite logistics. Your efforts will help support the Seafood Group’s global in-person conference programs, ensuring every event is executed with excellence and industry impact.

Key Responsibilities:

• Conference Program Support: Assist the Conference Project Manager and Senior Event Manager in developing and executing program objectives, deliverables, and logistics for global B2B events.
• Proposal Coordination: Support the call for proposal process from launch through review, track notes and feedback, and follow up on action items with the Content Team.
• Schedule & Deadline Management: Organize conference schedules and track deadlines to ensure timely receipt of speaker deliverables.
• Speaker & Session Coordination: Collect, organize, and communicate with speakers regarding bios, session details, presentations, AV requirements, and onsite logistics, including exhibitor-led sponsored sessions.
• Information Accuracy: Maintain up-to-date conference information across websites, event apps, signage, staging guides, and printed materials; proof for accuracy across all platforms.
• Special Event Support: Provide support for special events such as Breakfast Forums, receptions, and other content-driven initiatives as assigned.
• Onsite Operations: Coordinate AV and stage setups, room setups, speaker support, attendee inquiries, and conference registration upgrades as part of the onsite team.
• Temporary Staff Assistance: Support temporary staff with room monitoring, badge scanning, and room flips.
• Materials Preparation: Prepare and organize the “show ship” of conference materials and supplies for onsite needs.
• General Event Planning: Assist the VP/Director with internal team gatherings, one-off projects, and management presentations as assigned.

What We’re Looking For:

• Event Planning Skills: 1–2 years of event/conference planning, program development, or related experience required; B2B conference experience is a plus. You’re a self-starter who thrives in organizing schedules, tracking deadlines, and supporting impactful conferences.
• Attention to Detail: Exceptional time management and organizational skills with the ability to multi-task and proof for accuracy across all platforms.
• Collaboration & Communication: Excellent interpersonal skills and the ability to communicate with internal and external stakeholders. You work cooperatively within a team and across departments while balancing competing priorities.
• Technical Agility: Proficient in Microsoft Office; experience with tools such as SessionBoard, Smartsheet, and Wordpress is a plus.
• Organizational Agility: Capable of managing multiple priorities and meeting deadlines in a dynamic, fast-paced environment.

Travel: Required 2-3 times annually, including international travel.

Location: We are seeking candidates within commutable distance to our office located in Portland, ME.

More reasons to be a part of our story: 

• Work Environment: We offer the flexibility to enjoy a hybrid work schedule. Let our culture speak for itself.
• Work-Life Balance: Generous paid time off programs including vacation, sick leave and paid family and medical leave. 
• Training & Development: From training conferences to professional development seminars, we invest in resources, including LinkedIn Learning for all staff, that empower employees to excel in their careers.
• Comprehensive Healthcare: Inclusive benefits beyond traditional healthcare coverage, including no-cost-to-you services. Free access to all employees and their families to a national network of licensed clinical psychologists, interactive self-paced programs, life coaches and 24/7 support.
• Wellness Benefits: Employees can earn credit towards their health insurance premiums by engaging in our Wellness Program which supports physical, mental, and emotional well-being through offering fitness challenges, webinars, and nutrition education. 

We are dedicated to creating, promoting, and nurturing a safe & inclusive work environment and we expect the same from each of our employees. We value diverse talents and welcome individuals with unique backgrounds, working styles, and skillsets. We believe that our differences make us a better team and stronger community by allowing us to make better decisions, be more innovative, and better serve our customers and business partners. We invite you to learn more about us.