Conferences and Events Specialist

Company Description

Lingraphica is a mission-driven organization that provides speech-generating devices to help improve communication, speech, and quality of life for people with communication impairments.  We look for candidates who enjoy working in a fast-paced, goal-oriented environment, and who share our commitment to helping individuals on their communication journey.

Job Description

Purpose: The Conference and Events Specialist is responsible for planning, and executing conferences as well as small to large-scale events, both internally and externally. This encompasses ideation through onsite delivery and post-event wrap-up. This role ensures event logistics run smoothly, cross-functional teams remain aligned, and all stakeholders, from internal departments to external partners, are informed and prepared at every stage. The Conference and Events Specialist plays a key role in connecting moving parts across marketing, sales, product, and education & research functions to deliver a seamless conference experience. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities, deadlines, and dependencies in a fast-paced environment. 

Essential Duties & Responsibilities:  

• Lead the planning and execution of conferences, trade shows, and large-scale events of varying sizes  

• Develop event timelines, presentations, booth schedules, and deliverables across teams  

• Collaborate with all cross-functional teams to inform Marketing of “happenings” to ensure proper promotion and marketing of activities  

• Play a key role in planning and organizing internal meetings and events, such as Annual Meeting and Team Offsites 

• Manage logistics including venues, registration, travel, lodging, and onsite operations  

• Communicate with vendors (AV, catering, rentals, venue staff, contractors) to ensure requirements are met  

• Own and supervise exhibitor and sponsor logistics (booth setup, branding assets, deliverables, session needs, etc.)  

• Track contracts, invoices, and payments for event-related vendors and suppliers  

• Maintain event planning documents, checklists, dashboards, and reporting tools  

• Responsible for attendee registration processes, confirmations, and troubleshooting  

• Initiate the development of attendee-facing communications including schedules, FAQs, and event updates  

• Oversee production and delivery of event materials such as signage, badges, swag, and printed collateral  

•  Spearhead onsite event setup, staffing coordination, and vendor supervision  

• Monitor onsite attendee flow and provide customer service during the event  

• Troubleshoot issues in real time and escalate as needed to ensure smooth execution  

•  Establish and lead post-event wrap-up including feedback collection, survey management, and reporting  

• Own post-event budget reconciliation and vendor closeout tasks  

• Document event learnings and update internal conference playbooks for continuous improvement 

• May perform other duties as assigned 

Qualifications

Knowledge, Skills & Abilities  

• Proven ability to manage multiple projects, timelines, and competing priorities in a fast-paced environment  

• Strong organizational skills and attention to detail, with consistent follow-through  

• Excellent written and verbal communication skills  

• Experience coordinating with vendors, venues, external partners, and cross-functional internal teams 

• Proficiency with Microsoft Office and/or Google Workspace tools (Excel/Sheets, Word/Docs, PowerPoint/Slides)  

• Ability to work flexible hours as needed, including occasional evenings and weekends during events 

• Experience using event registration platforms (e.g., Cvent, Eventbrite, Bizzabo, Whova, Splash) (Preferred) 

• Familiarity with conference production and onsite operations (AV, staging, signage, vendor load-in/out) (Preferred) 

• Experience supporting exhibitor and sponsorship programs, including fulfillment of sponsor deliverables  

• Basic budget tracking experience, including invoice processing and vendor reconciliation  

• Project management tool experience (e.g., Asana, Monday.com, Trello, Smartsheet) (Preferred) 

• Strong time management and ability to perform well under tight deadlines  

• Highly responsive, adaptable, and calm under pressure  

• Customer-service mindset with a focus on attendee experience  

• Team-oriented, proactive, and able to work independently  

• Strong problem-solving skills and attention to logistics 

Education & Experience  

• 2+ years of experience supporting conferences, trade shows, corporate events, or large-scale event coordination (or other related experience) 

Additional Information

Work Environment & Physical Demands  

In this role, the employee primarily works from home and is expected to maintain a safe, productive work environment with secure internet access.    

Must be able to operate a computer with or without reasonable accommodation.  Must be able to lift and move event materials up to 25–35 lbs. Position requires lifting overhead, twisting, bending and squatting to lift boxes or event material. Must be comfortable being on your feet for extended periods during onsite event execution 

Travel  

Ability and willingness to travel within the U.S. to attend 4 – 6 conferences or events per year. 

Additionally, travel is required approximately 2 times per year for in-person team meetings and the all-company meeting.    

Accommodations  

To perform this job successfully, an individual must be able to perform each essential duty and physical demand satisfactorily. The requirements listed above are representative of the knowledge, skills, and/or abilities and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Lingraphica and Pay Transparency  

At Lingraphica, we are committed to fair and equitable compensation practices. The starting salary range for this position is $55,000 to 62,000 per year. Placement in the starting pay is based on factors such as experience, skills, education, and internal equity. We regularly review our compensation structures to ensure they align with industry standards, promote fairness, and support career growth. In addition to competitive base pay, we offer a comprehensive benefits package and a commitment to fostering an inclusive and supportive workplace. We encourage open conversations about compensation and are dedicated to maintaining transparency throughout the hiring process. 

• Paid Time Off (sick, personal, and vacation) 

• Paid Company Holidays 

• 401(k) Retirement Plan and Contribution 

• Medical/Dental/Vision benefits with FSA, HSA, & Dependent care options 

• Employer Paid Life Insurance  

• Voluntary benefits such as Short and Long Term Disability, Critical Illness, Hospital Indemnity and AD & D insurance 

• Stipends for health and wellness, home office setup and professional development  

• Paid Family Leave 

• Annual bonus program 

• Annual merit increases 

• Year-Round Flex Friday’s 

• Discounts on travel, entertainment, home/pet/car insurance 

To learn more about Lingraphica, visit: www.lingraphica.com! To learn more about our benefits offerings, click here!

This Organization Participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. 

Este empleador participa en E-Verify y proporcionará al gobierno federal la información de su Formulario I-9 para confirmar que usted está autorizado para trabajar en los EE. UU.