Conferences and Events Specialist
Lingraphica, Princeton, NJ, United States
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 elevate 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)
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.
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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 elevate 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)
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.
#J-18808-Ljbffr