Conference Project Manager, Admin Group

The Conference Project Manager will be a key member of the Admin events team. They will manage the overall execution of conference programming for the Admin portfolio of events. This role will align and collaborate with content, editorial, marketing, and sales teams to support the creation of the conference program at the portfolio’s annual events. This role is the key contact for conference presenters leading up to and during events. The Conference Project Manager is the primary contact for vendors and partners who host content in conjunction with the conference program, providing them with logistical information and support.

  • Manage the call for proposal process and/or program development as supported by the Editorial teams.
  • Establish timelines and processes that support conference programming milestones and ensure deadlines are met.
  • Collaborate with internal teams on strategy to meet event goals and ensure accurate communication is aligned with marketing and sales initiatives.
  • Responsible for ensuring workflows in the conference content management tool (SessionBoard) create efficiency and alignment between internal departments.
  • Maintain a high level of speaker relationship management through the distribution of invitations and speaker agreements, as well as the collection of speaker agreements, presentations, session information, etc.
  • Manage speaker logistical needs including registration, housing, and travel.
  • Works as a team player to develop and share key conference program objectives aligned with content, marketing, and sales goals and initiatives.
  • Recommends innovative opportunities and efficiencies to expand the conference offerings and grow conference revenue.
  • Collaborate with external content experts and internal content leads (Content Managers/Editors) on programming design and session room layout and needs.
  • Consultation and coordination with Ops and Event Project Manager on AV, and room sets.
  • Determines and manages breakout/layout of all session and event space at venues.
  • Responsible for creating, reviewing, revising, and submitting conference signage documents and staging guide sheets.
  • Works closely with Marketing and Event Manager on partner contracts.
  • Oversee onsite session management: coordinating room monitors/temp staff; coordinating session evaluations.
  • Responsible for setup of Mobile App working with marketing, sales, and events to ensure overall goals are met before launching and throughout the event.
  • Support Event Project Manager in show ship process and manage shipping of all conference materials.
  • Manage accounts within the conference budget in collaboration with Event Manager.
  • Manage the onsite program details, including fielding speaker questions, coordinating and training room monitors/temps, session evaluations, etc.
  • Update and maintain the accuracy of conference content in internal databases, websites and printed materials.
  • Travel to events and manages execution of conference program.
  • Researches and tracks competitive events including speaker list, session themes and features.
  • Responsible for setup of session survey questions, organization of feedback, and communication of results with speakers post-event.

Skills & Qualifications:

  • 3-5 years of related work experience coordinating events and executing conference programs.
  • Must understand the role and needs of conference presenters and attendees.
  • Experience managing pre-event & onsite logistics and the program development process.
  • Self-starter with excellent written and oral communication skills.
  • Must have exception attention to detail and time management skills with the ability to multi-task and adapt to shifting priorities.
  • High proficiency in Microsoft Office, including Sharepoint. Experience with Microsoft Planner is a plus.
  • Strong interpersonal, collaboration, communication, and problem-solving skills.

Work Environment: Diversified Communications offers the flexibility to work remotely and enjoy a hybrid schedule, working in the office 2 days per week. While this position reports into our office located in Portland, Maine, we are open to considering fully remote applicants.


We are dedicated to creating, promoting, and nurturing a safe and 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.

Portland, Maine Headquarters

Diversified Communications is headquartered in Portland, Maine, a coastal city rich with culture and character.

Our people are the heart of our business and the driving force behind our success. We provide ample opportunity to innovate, be creative, learn, and develop new talents as our business continues to grow.

Maine Roots. Global Opportunities

Do you want to be part of an amazing success story and a team that thrives on challenge and creativity, works hard and has fun along the way? We love finding top talent to join our growing teams. Apply to one of our open positions today.

We know there’s more to life than work. Our benefits are designed to support you professionally and personally. We take care of you – mind, body and soul – and that includes your family. We invite you to take a look

Shared values – our 7 Cs – drive how we do things.

Caring | Communication | Community | Commitment | Competence | Cooperation & Competition | Customers

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