Conference Coordinator

Part time contract position, 5-10 hours per week through May 2023, 15-20 hours per week June through November 2023 (estimated), remote position with occasional additional hours needed in-person in November 2023. Candidate must be based in Charleston, SC or surrounding areas.

REPORTS TO: Director of Development

About the ICAA:

The Institute of Classical Architecture & Art (ICAA) is a nonprofit membership organization with 15 chapters across the country committed to promoting and preserving the practice, understanding, and appreciation of classical design. To do so, the ICAA offers a broad range of educational programs. These include intensives for architecture and design students, introductory programs for middle and high school students including scholarships for those in financial need, lectures and walking tours for the public, continuing education courses for professionals and enthusiasts, travel programs to visit classical masterpieces, the publishing of original and reprinted books, and an annual journal entitled the Classicist. Through the annual Arthur Ross Awards, as well as other national and regional award programs, the ICAA also honors contemporary leaders of classical design and the related fields. 

The Position:

Reporting to the Director of Development, the Conference Coordinator will organize all aspects of the ICAA’s 2023 National Conference taking place in November 2023 in Charleston, SC. Programming for the Conference will cover themes regarding craftsmanship and sustainability in the built environment and will include panel discussions, lectures, workshops, and local tours. Additionally, the Conference will offer a national student design competition and exhibition in order to highlight the talent of the next generation of classicists at the ICAA.

The ideal candidate has an intimate knowledge of venues and key contacts in the Charleston area along with demonstrated conference or event management experience. Responsibilities will include managing speakers, helping to manage the process by which panels are selected, working with ICAA stakeholders on various conference related matters, administrative and logistic support, coordinating hotel blocks and travel, working with attendees/speakers/members/staff on issues related to the conference. The Conference Coordinator will also be present on site for the entirety of the program to assist with day-of logistics, speaker management, and other tasks as needed. 

Position Responsibilities:

The Conference Coordinator will have the following job responsibilities:

1)    Management of Conference Programming and Speakers

• Assist in speaker and panel selection process including outreach to prospective lecturers and confirming participants
• Respond to all conference participants and attendee inquires in a professional and timely manner
• Send confirmation letters to speakers, panelists, and tour hosts and keep all parties apprised of the event timelines
• Coordinate and maintain Conference master schedule of all activities including panels, workshops, tours, receptions, and lectures
• Attend Zoom planning meetings with Conference committees, leadership, and ICAA staff
• Provide weekly status updates including new speakers, panelists, tours, and course topics confirmed

2)   Conference Logistics

•  Assist with securing venues, contracts, AV and other vendors, and any necessary catering and beverage
• Liaise with ICAA staff to plan hospitality experiences, such as welcome receptions, breakfasts, cocktail receptions, and VIP dinners
• Visit sites and act as ICAA’s “boots on the ground” to determine tours and venues
• Work with Conference committee, leadership, and ICAA staff to help plan tour routes, confirm tour schedules, and liaison with tour hosts
• Coordinate ground coach travel for speakers and participants as needed
• Maintain financial records, work with ICAA staff to manage budgets, and regularly report results
• Accept packages, including exhibition art, and coordinate storage and transport to site venue
•  Research hotel accommodations and secure room blocks
•  Assist with Conference set-up and staffing; be present on-site for duration of conference
• Help with wrap-up and post Conference activities, including shipping art back to New York City, thank you letters, and final reporting

3)    Administration

• Assist with letter mailings and invitations, send and receive packages
• Provide reports to Conference stakeholders
• Liaise with key ICAA staff including Development, Marketing, Membership, and Video Production as needed
• Other projects as assigned

QUALIFICATIONS:      

• Must have Bachelor’s degree and at least 3 years experience with event and project management, conference management experience preferred
• Experience with event logistics including AV, F&B, venue management, coordinating room blocks and travel
• Knowledge of Charleston area and ability to travel to various local sites
• Must be detail-oriented and highly organized, with excellent oral and written communications skills
• A high level of energy, initiative, and creativity is essential
• Ability to interact professionally with trustees, members, donors, volunteers, and      colleagues
• Proficient in Microsoft Office Suite. Experience with Raiser’s Edge or similar database is a plus.
• Ability to think creatively and strategically
•  Interest in architecture, art, or design is a plus

To apply, please email a cover letter, resume, and two writing samples to jobs@classicist.org. Include Conference Coordinator Search in the subject line. No phone calls, please.

The ICAA is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, sexual orientation, pregnancy, physical or mental disability, genetic information, veteran status, uniformed servicemember status, or any other status protected by federal, state, or local laws.