Job Posting

Conference Assistant

Posted January 12, 2023

Conference Assistant

We are looking for a Conference Assistant who can support the execution of seven events serving the infrastructure sector. This entry-level career opportunity is excellent for an energetic and organized individual who is interested in learning about b2b live events from the ground-up. Responsibilities include speaker scheduling and management as well as providing critical sales support for exhibitors and sponsors.  This position includes communicating with internal and external stakeholders pre, during, and post-event to ensure seamless event execution.  This position reports directly to the Director of Marketing.


  • Be a key point of contact for conference speakers, which includes:
    • Sending out conference information to all speakers (including sharing registration URL, hotel block, PPT template, etc.)
    • Collating speaker presentations and related materials
    • Co-ordinating all speaker, panel, and chair preparation before an event
    • Managing speaker responses – updating the database and agendas and answering any queries they may have in a timely manner
    • Manage all conference materials, including speaker databases, pre-event communications, speaker biographies, speaker materials
    • Upload all speaker information into websites for agenda updates
    • Gather speaker release forms and/or presentation approval
    • Ensuring all speakers are registered prior to onsite
    • Manage historical speaker information post-event
    • Manage the necessary onsite logistics of any high-profile speaker(s)
  • Attend “in-person” events and be a key part of the onsite team as well as help manage virtual and hybrid events
    • Collate the questions for any electronic polling sessions within the program
    • Arrange any virtual pre recordings or streaming into the event
    • Collate and proof-read all presentation PowerPoints
    • Create headshot slides for applicable sessions
    • Create run-of-show for AV before each event
    • Brief the AV team before and onsite to ensure all speaker requirements are met
    • Help streamline processes and efficiencies
  • Provide sales support to National Accounts Manager
    • Send out prospectus to all pipeline clients for each event
    • Prospect efforts for new sponsorship and exhibitor leads- Hunt for contact information
    • Salesforce data entry and account management


  • College degree in business or related major and/or 1 year experience
  • POWERPOINT, Excel, Word proficiency. Salesforce experience a plus.
  • Ability to multi-task and work at a very fast pace
  • Detail-oriented and extremely organized
  • Excellent communicator
  • Willingness to travel in the domestic US

Our People Are Our Strength

At Access Intelligence, we create exceptional experiences that ignite connection and commerce. We know that the more diverse and inclusive our staff and leadership teams are, the better we will be able to create these experiences for our customers. We have a strong commitment to improve diversity, equity and inclusion at our company. We embrace and encourage our employees’ differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics such as personality and personal interests that make our employees unique.

Our commitment extends to how we approach our events and content. We can’t wait to see how our renewed focus on diversity, equity and inclusion will enhance your experience with us.

Qualified candidates must send resume and cover letter detailing why they think they are a fit for this role including salary requirements to