The Conference and Education Coordinator will primarily support the functions of the meetings and education teams at UBA. This role requires a servant leader mindset, excellent customer service skills, proficiency in executing plans, and keen attention to detail and nuance.

Responsibilities:

Support the planning and execution of three in-person national conferences per year ranging from 200-500 attendees per event, with the ability to pivot to virtual or hybrid as needed.

• Support external contracted meeting planners as needed in the following areas:
  • Research and select in person or virtual event venues and entertainment
  • Develop and manage to annual budgets for each conference and report financials related to conferences to senior leadership
  • Develop and manage project plans for each conference including managing tasks assigned to other team members
  • Ensure tracking and fulfillment of sponsorships and coordinate with the sponsorship sales team
  • Onsite registration
  • Track and report on key conference metrics including registration, attendance, room blocks and F&B to better plan for future events and to ensure adherence to budget
• Support the internal UBA team as needed in the following areas:
  • Ensure support tickets and email inquiries from both attendees and vendor alliances are properly addressed
  • Support the Finance Director in managing the event registration system, including set up, testing, supporting attendees in registering and pulling reports
  • Support the Education Manager in creating the education agenda, ensuring proper room and staff assignments, and effectively communicate with speakers to share deadlines for program materials such as bios and presentations
  • Maintain and continually update as needed a detailed onsite schedule that includes room assignments, staff assignments, AV needs and other details
  • Coordinate with multiple team members to review and launch conference surveys and create reports with aggregate feedback
  • Coordinate with the Marketing team on communications, deadlines, graphic design, signs and venue deliverables
  • Support the staff liaison for the Conference and Education Committees in supporting those committees
  • Support the Director of Strategic Solutions with sponsor communications and sponsorship tracking and fulfillment
• Support the planning and execution of virtual and in-person academies and webinars
  • Support the Finance Director in managing the event registration system, including set up, testing, supporting attendees in registering and pulling reports
  • Coordinate dissemination and reporting of program surveys
• As UBA has a small team of approximately 15 professionals, other duties may be assigned from time to time to contribute to the overall support and growth of the organization and to backfill other staff who may be out. These include:
  • Respond to partner inquiries and support tickets as needed in a professional, courteous and timely manner
  • Ensure accurate and consistent data is input and maintained in UBA databases, including a CRM or an AMS (Association Management System), and SharePoint
  • Liaise with and support partner-led committees and task forces as needed
  • Support the coordination of UBA team outings and activities

Qualifications:

• Minimum of 2 years’ experience in client services or program management
• BA/BS degree or equivalent relevant work experience
• Association management or B2B client service/ account management experience a plus
• Intermediate level proficiency with the Microsoft Office suite, particularly Excel, Planner and Teams
• Technologically savvy with the ability to use existing and new technologies to improve workflows and achieve better outcomes
• Excellent communication skills and the ability to respond to Partner and Alliance inquiries with speed and tact
• Strong organizational skills with ability to work on multiple projects while maintaining attention to detail
• Superior judgement with good instincts on when to get additional input or escalate issues
• Must be self-motivated, work well independently, and also enjoy collaborating with a team
• Resourceful and self-sufficient in solving problems
• Proven to be flexible and adaptable to quickly shift priorities and multi-task in a fast-paced environment
• Experience or familiarity running virtual conferences and Zoom meetings, a plus

Benefits:

As the largest community of Independent Employee Benefits Professionals in the country, United Benefit Advisors believes in providing excellent benefits to our UBA staff family, including:

• Excellent salary package commensurate with experience
• Generous paid time off
• Health, dental, vision, life, parental leave and disability insurance
• Employee Assistance & Wellness support programs
• Commute reimbursement assistance
• Hybrid work schedule, with 2 days in our downtown office at the Civic Opera House and 3 days remote