Conference and Seminar Executive II

Role Summary:

Supports the end-to-end planning, execution, and post-event processes for conferences and webinars. Ensures content accuracy, technical readiness, and seamless stakeholder coordination to deliver high-quality virtual event experiences.

Key Responsibilities:

Content Management & Pre-Production

- Manage speaker and session information including proofreading, updating, resizing, uploading, and auditing
- Liaise with speakers and sponsors to collect bios, headshots, logos, synopses, and marketing assets
- Build and configure registration pages, Atlas Showcase pages, and virtual event platforms
- Create, revise, and upload presentations, holding slides, and exhibitor materials
- Maintain and update trackers, forms, reports, and speaker registration records
- Collate audience questions and event data from registration forms
- Handle Gleanin content uploads, updates, and downloads

Event Execution (Production)

- Provide technical and operational support during live webinars and showcase sessions
- Host, moderate, or co-host sessions alongside speakers and sponsors when required
- Facilitate rehearsals and speaker briefings to ensure readiness and smooth delivery
- Manage live engagement tools (e.g., Q&A, holding slides, audience prompts)
- Serve as the primary point of contact for stakeholders during live events

Post-Event Reporting & Analytics (Post-Production)

- Download, clean, and deduplicate webinar analytics and performance reports
- Compile and deliver reports to Content Managers and stakeholders
- Monitor post-live webinar statistics and engagement metrics
- Upload and manage webinar recordings and on-demand content
- Ensure data accuracy to support reporting and insights generation

Stakeholder & Operational Support

- Coordinate with internal and external stakeholders (Business Units, Marketing, Sales, Legal, Sponsors)
- Manage stakeholder communications via email, calls, and meetings
- Create and maintain spreadsheets, trackers, and documentation
- Perform administrative tasks and data clean-up activities
- Contribute to process improvements to enhance efficiency and event quality

Core Functions:

- Content Management
- Event Moderation & Execution
- Stakeholder Coordination
- Data Reporting & Analytics

Qualifications:

- Bachelor's Degree holder
- At least 1 year of experience in events, operations, or back-office support
- Experience working with global or cross-functional stakeholders is an advantage
- Familiarity with virtual event platforms, CMS, and tools like Gleanin is preferred
- Proficient in Microsoft Office applications (Excel, Word, PowerPoint)
- Strong written and verbal communication skills
- High attention to detail and strong organizational skills
- Customer-focused with strong coordination and problem-solving abilities
- Ability to quickly learn and apply enterprise AI tools and technologies to support technical workflows and business objectives.

For internal candidates:

- Must be in current role for at least 1 year
- No disciplinary action within the past 12 months
- No attendance or punctuality issues within the past 12 months

Core Competencies:

- Event Execution Excellence
- Stakeholder Management
- Content Accuracy & Quality Assurance
- Data Handling & Reporting
- Communication & Collaboration
- Adaptability in Fast-Paced Environments







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