Conference and Events Coordinator

Epic Kids

. Manage end-to-end conference operations across an annual calendar of 10 to 12 events .

Posted 11/2/2026contractRemote • United StatesMid-LevelSenior💰 $43 - $50 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in managing end-to-end conference operations, including logistics, vendor coordination, and budget reconciliation. Proficient in utilizing project management tools like Asana to track timelines and deliverables while ensuring effective communication with stakeholders.

Highest-signal resume keywords

Event Operations ManagementLogistics CoordinationBudget ReconciliationProject Management Using AsanaStrong Written Communication

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Event PlanningVendor CoordinationBudget TrackingLead Retrieval ManagementBooth Design CoordinationSourcing DisplaysShipping LogisticsOrder Form ManagementData Tracking and ReportingCRM Management

Soft Skills

Concise CommunicationSelf-Directed Work EthicDeadline ManagementInterpersonal SkillsRemote Collaboration

Tools & Technologies

AsanaMondayTrelloCRM SystemsAI Tools

Industry Keywords

EdTechK-12 EducationConference OperationsTrade Show ManagementEvent Marketing

About the role

Key responsibilities & impact

Manage end-to-end conference operations across an annual calendar of 10 to 12 events
Own booth logistics, shipping, vendor coordination, swag and giveaway procurement, and staff and Educator Fellow travel
Track sponsorship deliverables and deadlines
Research display and signage options, vendors and costs, and coordinate booth design with the creative team
Design booth experiences and giveaways such as the Educator Box
Coordinate recognition moments with the educator community
Drive first-time educator sign-ups and activations through on-site demos and hands-on experiences
Partner with marketing on pre-event outreach and post-event nurture
Set up badge scanning, deduplicate contacts and upload contacts to the CRM
Build post-event reports tracking reach, engagement quality and new user metrics
Route contacts to appropriate follow-up sequences
Maintain conference timelines in Asana
Track budgets against actuals and reconcile expenses
Research new event opportunities based on audience fit and educator reach
Manage planning from approximately 12 weeks before each show through 30 days after the show, with two or three events often in flight simultaneously
Report to the Educator Engagement Lead

Requirements

What you’ll need

3 to 5 years running event, trade show or conference operations end to end
Experience owning exhibitor kits, decorator orders, shipping and on-site logistics
Track record of hitting deadlines across several events at once, using a system such as Asana, Monday, Trello or a strong spreadsheet
Comfortable communicating by phone and email with decorators, venues, publishers, hotels and freight carriers
Strong concise written communication
Accurate handling of order forms, card authorizations, receipts and budget reconciliation
Remote and self-directed, with reliable overlap with Eastern and Pacific time
Able to travel to 2 to 4 shows a year for on-site support (about 10 to 15 percent)
EdTech, K-12 or education conference experience is nice to have
Experience sourcing booth displays, graphics or signage, or working with a creative team on event materials is nice to have
Lead retrieval and post-event lead workflows is nice to have
Swag and print vendor management is nice to have
Comfortable using AI tools like Claude or ChatGPT is nice to have

Benefits

Comp & perks

Temporary W2 position for 6 months, with the option to extend
35 to 40 hours per week
Travel to 2 to 4 shows per year for on-site support