• Communications
  • Philadelphia, PA, USA
  • Full Time

ECFMG offers competitive compensation and excellent benefits including generous coverage for health, dental and vision insurance, 15% employer contribution to retirement, 100% tuition reimbursement, and many other great benefits. ECFMG is an equal opportunity employer.

ECFMG is seeking a Conferences Coordinator in the Philadelphia, PA office.

This position functions to raise awareness of the organization and its role, mission, and programs through the organization's presence at external conferences. The position manages the sponsorships, exhibits, marketing, and logistics for the organization's presence at a number of domestic and international conferences. The position also maintains a collection of accurate and readily-accessible collateral and promotional items and contributes to the development of new materials. The position develops annual budgets for conference participation and collateral/promotional items. In collaboration with Communications staff, conference attendees, the Executive Leadership Team (ELT), and Senior Leadership Team (SLT), the position contributes to the organization's reputation as a thought leader and expert in promoting quality health care worldwide.


Project Management 

  1. Serve as project manager and lead point of contact for the organization's participation in a variety of domestic and international conferences.
  2. Develop project schedule for each conference that identifies all deliverables, including but not limited to exhibit space, sponsorships, staffing, side events (such as cocktail receptions and focus groups), written reports, promotional communications, collateral, audio/visual needs, giveaways, and shipping. Sets deadlines for all deliverables and identifies contingencies and obstacles.

Management of Collateral and Promotional Items 

  1. Manage on-line repository of organization's collateral and meeting materials to ensure that all staff have easy access to a complete and up to date collection. This repository is a resource for all staff, regardless of whether they are involved with conferences.
  2. Identify collateral that requires updates.
  3. Serve as lead resource for internal stakeholders with questions/requests regarding informational materials.


  1. Write content (announcements, social, e-mail blasts, etc.) promoting the enterprise's presence at conferences.
  2. Coordinate with Communications staff to publish promotional content via a variety of channels and on schedule per the project plan.

Conference Registration and Logistics 

  1. Identify and secure sponsorship opportunities.
  2. Reserve exhibit space and related needs (electricity, wifi, audio/visual, etc.)
  3. Register exhibit staff through exhibitor portals, if applicable.
  4. Arrange for inbound and outbound shipping of materials.


  1. Track projected and actual conference expenditures. Identify conferences/items that are over budgeted amounts or for which there is no budgeted amount.
  2. Develop annual budgets for conferences and promotional materials.


  • Ability to contribute to awareness and promotion of the organization's role, mission, and programs among external stakeholders. Ability to enhance the organization's reputation by contributing to a coordinated and professional presence at external conferences.
  • Excellent project management skills. Ability to effectively manage multiple, complex projects simultaneously.
  • Ability to collaborate effectively across department lines, among a wide variety of internal stakeholders. Ability to interact professionally with staff at all levels.
  • Excellent written and verbal communication skills. Ability to write short promotional pieces.
  • Excellent judgment in providing organizational information to external stakeholders.
  • Excellent interpersonal skills and strong service orientation.
  • Ability to approach tight deadlines with accuracy, tact, and composure.
  • Ability to represent the organization professionally to staff of external organizations.
  • Strong analytical and problem-solving skills.
  • Well-developed organizational skills, solid follow through, and attention to detail.
  • Strong proficiency with Microsoft Office applications and with Adobe Acrobat Pro.
  • Proficiency with Smartsheet, Box, and/or other collaboration/productivity software.
  • Proficiency with WebEx or other on-line meeting platforms.


  • Five years of professional experience in an external affairs, communications, event planning, conference coordination, and/or marketing environment, preferably in a non-profit, health care, or educational environment.
  • Minimum two years of professional experience in a lead conference coordination role.
  • Experience with project management and coordinating complex projects across departmental lines.
  • Professional experience writing for promotional purposes.
  • Experience with graphic design is a plus.


  • Bachelor's degree or equivalent work experience.
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