About Company
Embark on a dynamic career journey with Hiring.zycto, a rapidly expanding force in event management. We pride ourselves on crafting unforgettable experiences, from intimate workshops to large-scale industry conferences that captivate and connect. For an aspiring Conference Organiser, we offer an unparalleled foundation, providing hands-on learning, mentorship, and the chance to contribute meaningfully from day one. Join a passionate team that thrives on creativity, precision, and collaboration, where your fresh perspective is not just welcomed, but essential to our continued success. Discover an environment where potential is nurtured, and every event you touch helps shape vibrant professional communities.
Job Description
Are you passionate about bringing people together and creating impactful experiences? Do you possess a keen eye for detail, a proactive mindset, and an eagerness to learn the intricacies of event planning? Hiring.zycto is seeking a highly motivated and enthusiastic Entry-Level Conference Organiser to join our vibrant team in North Deering, Portland. This is an exceptional opportunity for an aspiring professional to kickstart their career in the dynamic world of event management, working alongside seasoned experts to deliver flawless and memorable conferences that captivate and connect audiences across various industries.
As an Entry-Level Conference Organiser, you will play a crucial supporting role in the successful execution of a diverse portfolio of events, ranging from intimate corporate workshops and seminars to large-scale industry forums and international symposiums. This position is thoughtfully designed to provide comprehensive exposure to all facets of conference planning, from initial conceptualization and budget assistance to meticulous vendor coordination, speaker management, and meticulous on-site execution, culminating in post-event analysis. You will be instrumental in ensuring that every detail, no matter how small, contributes to a seamless, engaging, and highly professional experience for our attendees, sponsors, and clients. We believe in nurturing raw talent, and you will receive dedicated mentorship from experienced professionals, structured training modules covering industry best practices, and ample opportunities to grow your skills and responsibilities over time.
Your day-to-day will involve a variety of engaging tasks. You’ll assist senior organisers with managing complex timelines and project plans, coordinate extensively with venues to confirm logistics, liaise with diverse suppliers for catering, AV, and décor, and communicate effectively with speakers to ensure their needs are met. Maintaining meticulous documentation, including contracts, invoices, and attendee lists, will be a key responsibility. Furthermore, you’ll help craft compelling event communications, manage registration processes through various platforms, and support marketing efforts to ensure optimal attendance and engagement. On event days, you’ll be a vital presence on the ground, actively assisting with set-up, providing friendly attendee assistance, managing on-site registration, and deftly troubleshooting any unforeseen challenges to ensure everything runs without a hitch. This role requires someone who is not afraid to roll up their sleeves, take initiative, demonstrate excellent problem-solving skills, and adapt quickly to fast-paced, high-pressure environments. We’re looking for an individual who is genuinely excited about the opportunity to learn, contribute meaningfully, and evolve within a supportive, innovative, and collaborative culture. If you’re ready to transform abstract ideas into tangible, impactful realities and build a solid foundation in professional conference organisation, we encourage you to apply and become a key part of our growing success story at Hiring.zycto.
Key Responsibilities
- Assist senior organisers in planning, coordinating, and executing various conferences and events.
- Support vendor management, including researching, contacting, and negotiating with suppliers (venues, caterers, AV, etc.).
- Help manage event timelines, schedules, and project plans to ensure deadlines are met.
- Coordinate speaker logistics, including scheduling, travel arrangements, and presentation material collection.
- Manage event registration processes, attendee inquiries, and database updates.
- Contribute to the creation and distribution of event communications, marketing materials, and social media content.
- Prepare comprehensive event documentation, including contracts, budgets, attendee lists, and post-event reports.
- Provide on-site event support, including setup, registration, attendee assistance, and troubleshooting.
- Conduct post-event evaluations and assist with collecting feedback for continuous improvement.
- Perform general administrative duties to support the event planning team.
Required Skills
- Excellent organizational and time management skills
- Strong verbal and written communication abilities
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Acute attention to detail and ability to multitask effectively
- Proactive problem-solving skills and adaptability
- Ability to work collaboratively in a fast-paced team environment
- Strong interpersonal skills and a customer-service oriented mindset
Preferred Qualifications
- Bachelor's degree in Event Management, Marketing, Communications, Hospitality, or a related field
- Prior internship or volunteer experience in event planning, coordination, or administration
- Familiarity with event management software or CRM systems
- A genuine passion for the events industry and a desire for continuous learning
Perks & Benefits
- Comprehensive health, dental, and vision insurance
- Paid time off and company holidays
- Opportunities for professional development and industry certifications
- Mentorship program with experienced event professionals
- Dynamic and supportive work environment
- Team-building events and social gatherings
How to Apply
Ready to launch your career in conference organisation with a forward-thinking team? Click the application link below to submit your resume and cover letter. Tell us why you’re the perfect fit for this entry-level role at Hiring.zycto!
