Job Details


Conference and Virtual Events Assistant  Pittsburgh, PA  Posted: 1/10/2022
Job Description

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Contract Full Time

Technical Solutions Inc. is currently seeking a Conference and Virtual Events Assistant on behalf of our client, a Pittsburgh based professional association with international membership. The Assistant will coordinate the planning and execution of program and related components for events developed and hosted by our client. This includes the day‐to‐day coordination of client's conference management tools and the training and support of users in their applications. 
Position Overview:
The Conference and Virtual Events Assistant leads staff efforts to collect, assemble, proofread, and present the client's technical programs and related materials in an efficient and effective manner and to fulfill contractual obligations to manage and programs of others. The Assistant coordinates the on‐site support of presenters, organizers, staff, and vendors as related to the organization and presentation of technical programming. The Assistant also coordinates the collection of manuscripts for conference proceedings, and provides additional support for events, education, and exhibition activities, including coordination of presenter and author communications, placement of special programming events, and work with various volunteer committees that program at client's events. 
  • Assures that technical programming components (e.g., symposium submission sites; the abstract submission, management, and review processes; session building; coordination of related promotional and reference materials; and associated functions such as poster sessions and receptions) are developed, assembled, and presented in a timely, accurate, and cost‐effective manner that satisfies the reasonable needs and expectations of all concerned audiences.
  • Supports and educates presenters, authors, organizers, and editors in the use of client's programming and proceedings publishing protocols and associated systems and promotes associated society opportunities and benefits (e.g., membership, additional programming/publication opportunities, volunteerism, and committee participation).
  • Coordinates regularly scheduled video/teleconferences, communications, and workflow with volunteer organizing committees.  
  • Monitors programming and proceedings deadline calendar and performs notifications and reminders as necessary to assure that deadlines are met.
  • Coordinates the development and documentation of client's technical programming and proceedings activities, including the use of client's technical programming tools (currently ProgramMaster) for client events as well as situations where client acts as a contracted third‐party provider of programming services.  
  • Maintains program/event performance statistics and performs required analysis of data for decision making, including the collection of programming data in support of Program Committee policies and processes.
  • As needed, Coordinates the development, collection, and organization of content for conference proceedings in collaboration with the staff, inclusive of scheduling, developing and implementing guidelines for authors and editors, coordinating manuscript and front matter content collection, and communicating with authors and editors.
  • Coordinates production schedules and development of programming content for presentation via relevant media (e.g., print technical programs, online session sheets, session signs, mobile applications and virtual conference platforms, and program addenda/errata) in collaboration with relevant staff.
  • Assures compliance with client programming and proceedings standards through staff review of abstracts and manuscripts, including light copyediting of data entered by system users and provided by authors and editors.
  • Other duties as assigned.

Job Requirements


  • Bachelor's degree in a relevant professional field, or equivalent experience.  
  • High degree of comfort in working with and leading volunteers, particularly scientists and engineers, those working in industry, and those from outside of the USA.  
  • Strong problem‐solving and analytical skills.  
  • Strong copy editing and communication skills, including the ability to compose statistical reports and procedure manuals.
  • Proficiency in database management and Microsoft Office tools.
  • Ability to identify and manage multiple priorities and deadlines.
  • Strong personal interaction skills and ability to work in a team environment.
  • Familiarity with conference management software tools for the development of technical programs and proceeding publications a considerable asset.
  • Position includes duties that require travel (10% or less) including internationally, and occasional weekend work
Technical Solutions Inc. provides a wide range of staffing services throughout Western Pennsylvania, Ohio and West Virginia. Simplify the job search process by letting us do all the work! With 30 years of expertise, we have the resources, techniques and insights to guide your job search. Our staff will work with you one-on-one to understand your needs and discuss your options. We can even send your resume to multiple job openings that you are a fit for, giving you opportunities to choose from. We reach out to hiring managers for feedback, coordinate and schedule interviews, and advocate on your behalf so that you get the best offer possible. At TSI, we genuinely care about our employees and want to see you succeed. No candidate is ever promised something we do not deliver. The best part is that there are no fees or cost for any of our services. For more information on our company and to view all of our exciting job opportunities, please visit or give us a call at 724-733-2100.


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