Conference Administrator, CES

About the role

Founded in 1970, the Council for European Studies (CES) is a professional association with more than 1,000 individual members and 40 institutional members. The mission of CES is to advance, support, and recognize outstanding, multi-disciplinary research from the arts, social sciences, and humanities in Europe through a wide range of programs and initiatives. These include fellowships, grants, publications, awards, conferences and meetings, public lectures and symposia, as well as direct research and artistic collaboration. CES is particularly committed to supporting research that can play a critical role in understanding and applying the lessons of European history and integration to contemporary problems, including those in the areas of global security, sustainability, environmental stewardship, and democracy.

In 2024, CES joined the College of Liberal Arts at Temple University. With an institutional home at Temple, CES organizes academic programming about European Studies in the Philadelphia region and beyond. Each summer, CES hosts an annual conference that welcomes more than 1,000 delegates. The conference is held in a different host city each year and features three to four full days of workshops, mini-symposia, panel and roundtable discussions, and special events.

The Conference Administrator works under the direction of the Executive Director, and is responsible for supporting the planning, dissemination, and execution of the annual conference each year. This support includes managing the conference from the earliest stages of planning through its delivery and conclusion, including creating digital assets to promote conference, managing the conference platform (currently OpenWater), overseeing registration, managing budgets, communicating with conference delegates, and helping to coordinate on the ground event planning, including catering, room booking, registration, conference communications, and other day-to-day tasks during the conference.

The Conference Administrator will also be responsible for other administrative duties such as coordinating event logistics, promoting events and news, correspondence, scheduling meetings, preparing budgetary reports; directing the work of student interns and volunteers. This position holder will work directly with the Executive Director and closely with numerous CES committees, including the Executive Committee, conference committee, program committee, local organizing committee, and research networks. The position holder will also perform other duties related to the administration of the organization as assigned by the Executive Director to support the wellbeing of the organization.

Responsibilities

• Support the planning, dissemination, and execution of the annual conference each year
• Manage the conference from the earliest stages of planning through its delivery and conclusion
• Create digital assets to promote the conference
• Manage the conference platform (currently OpenWater)
• Oversee registration and manage budgets
• Communicate with conference delegates
• Coordinate on the ground event planning, including catering, room booking, registration, and other day-to-day tasks during the conference
• Coordinate event logistics, promote events and news, and handle correspondence
• Schedule meetings and prepare budgetary reports
• Direct the work of student interns and volunteers
• Perform other duties related to the administration of the organization as assigned by the Executive Director

Requirements

• Bachelor's Degree
• At least two (2) years of directly related administrative/event management experience
• Experience with Microsoft Office Suite (including OneDrive, SharePoint, Word, Excel, and PowerPoint)
• Experience with conference or event planning and management
• Customer service experience
• Valid passport throughout the duration of employment
• Ability to travel domestically and internationally as needed during the year, with travel occurring primarily in June

Preferred Qualifications

• Experience working in academic or university setting
• Experience working academic events and conferences

Skills

• Ability to work independently, prioritize and organize work
• Ability to meet simultaneous deadlines, handle confidential materials, manage time effectively and use good judgment
• Working knowledge of all applicable computer software and management skills (including planning, negotiation, and communication skills)
• Ability to frequently interact with students, faculty, administrators and staff in a fast-paced environment
• Excellent written, oral, and interpersonal skills along with the ability to effectively communicate with students, faculty, administrators and staff
• Excellent customer service orientation and organizational skills with attention to detail
• Ability to make independent decisions at times when collaboration with colleagues and supervisors is not possible
• Proactive approach to identifying and resolving issues
• Ability to learn and adapt to new technology quickly
• Skilled in managing academic and professional association events
• Ability to provide comprehensive administrative support to academic organizations and non-profits
• Proficient in managing administrative tasks related to conference or event management

Benefits

• Full medical, dental, vision coverage
• Paid time off
• 12 Paid Holidays
• Tuition remission – eligible employees and their dependents can obtain a degree TUITION FREE
• Generous retirement plan

Pay

Salary Range: $36,600 – $45,000

A variety of important factors are reviewed by HR when considering salary, including job duties, the applicant's education and experience, all relevant internal equity considerations, department budget, and funding source.

Schedule

Remote work schedule.

Travel to Main Campus in Philadelphia may be required to attend meetings, events, and other business-related activities as needed.

Background Checks

This position requires the following background checks: Cash Handling and Personally Identifiable Information background check.