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Manager, Conference Educational Program

3 weeks ago

Calgary, Canada ICS International Conference Services Full time

Are we looking for you? Or are you looking for us? We are looking for

**We are Recruiting - Manager, Educational Program**

**Location**

ICS employees work in a predominantly remote work environment.

**The Company**

A highly respected player at an international level, International Conference Services Ltd. (ICS), is a Professional Conference Organizer in business for over 45 years that works with national and international associations, and organizations, to host conferences, events & tradeshows. Our work is very purposeful - we are truly “connecting people to facilitate change in the world.” With over 80 staff working remotely across North America, Europe, and Asia, we are truly an international team, and we leverage the strengths that our diversity brings.

**The Culture**

ICS operates in a true “team” environment - trust, support, and empowerment of each other are very important to our culture. We know that we work better as a team, and we regularly celebrate our collective accomplishments. We pride ourselves on being innovative, solution-oriented and are able to think outside the box, which keeps us all learning and growing as professionals together. We care deeply about creating exceptional experiences for our clients and pride ourselves in our many long-term relationships we have cultivated.

**Key Tasks & Duties**
- Sets up online platform tailored to individual client requirements for submission of abstracts, abstract review, and author correspondence
- Advises on the development of program timeline
- Produces reports for the scientific committee and facilitates meetings as required. Supports and advises the program chair/program committee throughout the congress life-cycle
- Performs editing and formatting on abstract submissions to ensure compliance with guidelines; corresponds with authors or co-authors of incomplete submissions
- Organizes and facilitates review process; contributes to the drafting of reviewer guidelines and assists reviewers with technical issues
- Compiles review results, creates sessions per committee instructions, prepares notices of disposition for authors, ensures timely sending of notifications and instructions for presentation (oral, poster, etc.)
- Drafts and issues invitations and instructions to abstract session moderators; tracks responses and seeks replacements
- Facilitates best abstract selection where applicable
- Liaises with Registration department to track presenter registration status; advises program committee of status
- Coordinates travel, registration, housing and presentation for scholarship/award-winners where applicable
- Draft invited speaker and chair invitations and ensure that they are sent in a timely fashion; follows-up responses and advises committee of any replacements required; alerts committee to any issues regarding speakers
- Tracks registration, housing, travel and honoraria for invited program speakers and chairs, as per congress policy
- Writes and compiles content required by the marketing department for production of call for papers, final program, abstract book, website, congress app, etc.
- Advises Operations department on specific needs for meeting room assignment (liaison with program committee) and setup
- On-site during conferences: manage speaker preparation room. Determine speaker welcome and processing protocol, staffing needs, reviews AV requirements, trains staff and adjusts as necessary, provides daily reports to program committee, troubleshoots program issues (i.e., no-show speakers), ensures session tracking functions as required, produces certificates of presentation when required
- Drafts final report with session attendance, speaker issues, attendee evaluations, and recommendations for next congress
- Makes recommendations to supervisor concerning new contracts or renewals with suppliers of contracted services. Monitors operation of services according to agreements

**Education, Experience & Skills Required**
- Excellent organizational skills
- Very strong verbal and written communication skills
- Ability to interact with high-level scientists, a plus
- Proven ability to multi-task, prioritize, and meet deadlines
- Keen attention to detail
- Demonstrated ability to clearly transmit and receive information
- Client-focused, service-oriented, and able to work with all levels of staff
- Ability to work autonomously _and_ as part of a team
- Demonstrated ability to work in a PC environment using databases, spreadsheets, mail merges, web research.
- Able to train and organize staff

**_Note: _** _Travel to in-person conferences, both domestic and international may be required_

**You must also be familiar and have worked with the following tools**:

- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Willingness to learn new software systems as required

**What’s next?**

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Extended health care
- Paid time off
- Vision care

Schedule