Conference and Seminar Executive II

Role Summary:

Supports the end-to-end planning, execution, and post-event processes for conferences and webinars. Ensures content accuracy, technical readiness, and seamless stakeholder coordination to deliver high-quality virtual event experiences.

Key Responsibilities:

Content Management & Pre-Production

• Manage speaker and session information including proofreading, updating, resizing, uploading, and auditing
• Liaise with speakers and sponsors to collect bios, headshots, logos, synopses, and marketing assets
• Build and configure registration pages, Atlas Showcase pages, and virtual event platforms
• Create, revise, and upload presentations, holding slides, and exhibitor materials
• Maintain and update trackers, forms, reports, and speaker registration records
• Collate audience questions and event data from registration forms
• Handle Gleanin content uploads, updates, and downloads

Event Execution (Production)

• Provide technical and operational support during live webinars and showcase sessions
• Host, moderate, or co-host sessions alongside speakers and sponsors when required
• Facilitate rehearsals and speaker briefings to ensure readiness and smooth delivery
• Manage live engagement tools (e.g., Q&A, holding slides, audience prompts)
• Serve as the primary point of contact for stakeholders during live events

Post-Event Reporting & Analytics (Post-Production)

• Download, clean, and deduplicate webinar analytics and performance reports
• Compile and deliver reports to Content Managers and stakeholders
• Monitor post-live webinar statistics and engagement metrics
• Upload and manage webinar recordings and on-demand content
• Ensure data accuracy to support reporting and insights generation

Stakeholder & Operational Support

• Coordinate with internal and external stakeholders (Business Units, Marketing, Sales, Legal, Sponsors)
• Manage stakeholder communications via email, calls, and meetings
• Create and maintain spreadsheets, trackers, and documentation
• Perform administrative tasks and data clean-up activities
• Contribute to process improvements to enhance efficiency and event quality

Core Functions:

• Content Management
• Event Moderation & Execution
• Stakeholder Coordination
• Data Reporting & Analytics

Qualifications:

• Bachelor's Degree holder
• At least 1 year of experience in events, operations, or back-office support
• Experience working with global or cross-functional stakeholders is an advantage
• Familiarity with virtual event platforms, CMS, and tools like Gleanin is preferred
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint)
• Strong written and verbal communication skills
• High attention to detail and strong organizational skills
• Customer-focused with strong coordination and problem-solving abilities
• Ability to quickly learn and apply enterprise AI tools and technologies to support technical workflows and business objectives.

For internal candidates:

• Must be in current role for at least 1 year
• No disciplinary action within the past 12 months
• No attendance or punctuality issues within the past 12 months

Core Competencies:

• Event Execution Excellence
• Stakeholder Management
• Content Accuracy & Quality Assurance
• Data Handling & Reporting
• Communication & Collaboration
• Adaptability in Fast-Paced Environments

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