Job Description

As a Conference Producer/ Conference Marketing Specialist you will support the planning and delivery of conferences through research, agenda coordination, and stakeholder communication. Also you will collaborate with cross-functional teams to ensure smooth execution of virtual and in-person events, assist with marketing activities and content creation, and help track timelines, budgets, and overall event performance.

Our job openings for Conference Producer / Conference Marketing Specialist in Romania are full-time, office-based positions, in Cluj-Napoca.

Production tasks:

• Market Research: Conduct in-depth research on market trends, competitor landscapes, and industry challenges;

• Value proposition Creation: Discuss valid topics with the chair and write an delivering event briefs for the marketing and editorial teams;

• Conference agenda curation: Coordinate with chair and session chairs to select the oral and poster presentation candidates, schedule the presentation timing for all slots;

• Stakeholder Engagement: Establish relationships with key stakeholders, including chair, session chairs, speakers to create advocacy for our events ;

• Website Management: Keep event websites updated with the latest information, speakers, partners, and sessions;

• Budget Preparation and Tracking: Prepare budget forecast before the event, and update the budget regularly to check the potential profit and loss;

• Customer Service: Provide exceptional service to partners, speakers, and stakeholders, resolving issues promptly;

• Milestone Tracking: Monitor and track progress to ensure KPIs and event targets are achieved;

• Team Coordination: Coordinate with editorial team, marketing team, live session teams;

• Editorial progress monitor: Work closely with the editorial team on abstract processing and with production teams on abstract book preparation;

• Oversee live streaming of virtual events to ensure the smooth operation of the live sessions;

• Onsite Delivery: Lead the creation and delivery of event briefs for on-site delivery, ensuring exceptional on-site execution of the conferences to meet customer expectations;

Marketing tasks:

• Marketing strategy creation: Ensure maximum outreach to target markets and promote the conference through various channels

• Conference collateral materials creation: draft copies for brochure, banners, sponsorship prospectus;

• Marketing Copywriting: Create promotional copy for marketing channels, including Email campaigns, SM posts, Media partners and editorial needs.

• SEO marketing: Improve the website ranking and increase the website traffic;

• Sponsorship marketing: Secure partners and coordinate their participation and sponsorship;

• Content Development: Create content for conference sessions, interviews, and speaker/host scripts by collaborating with internal and external stakeholders;

• Marketing campaigns progress tracking: Monitor and track progress to ensure the timely execution of all marketing schedules;

• Post-Event Analysis: Conduct evaluations and prepare detailed reports highlighting event outcomes.

Other tasks:

• Recognize work processes and/or outcomes that are negatively impacting the project; owns the issue and takes action to address deficiencies by identifying resolutions and notifying the appropriate manager.

Requirements

• A Master's or PhD degree in any subject;

• Experience in conference industry is preferred;

• Curious about people and love to speak, build and nurture relations;

• Capable of handling multiple projects, and articulate common objectives for the teams to follow;

• Excellent online call etiquette and written communication skills;

• International travel and confidence in face-to-face networking;

• Proven ability to work well in a team but also initiative to work on your own.

About MDPI

Headquartered in Switzerland, MDPI is a fully Open Access publisher with a portfolio of more than 500 journals across all scientific disciplines. To date, MDPI has published the works of over 4.5 million researchers, collaborating with an extensive network of academic institutions and scientific societies worldwide. Above all, MDPI is committed to ensuring that high-quality research is freely accessible to readers across the globe.