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Conference Support Specialist

Are you someone who enjoys consistent, predictable task oriented projects?  Do you prefer to use a methodical approach to completing work tasks?  Are you approachable and enjoy helping others?  Do you prefer to be given direction and placed in an environment where there is structure and prioritization?

If this sounds like you and you’re looking to be a part of a national non-profit association, please take 7-8 minutes to complete this survey.


I.  Position Overview:

The Conference Support Specialist supports the Vice President of Training & Certification by delivering exceptional facilitation and administration of the educational components for ESA’s events.  The Conference Support Specialist is responsible for providing overall administrative support for the conference education with the goal of delivering the highest quality education and speakers to meet the audience’s needs and event objectives.


II.  About ESA:

Established in 1948, the Electronic Security Association (ESA) is the largest trade association representing the electronic life safety and security industry. Member companies install, integrate and monitor intrusion and fire detection, video surveillance and electronic access control systems for commercial, residential, industrial and governmental clients. In cooperation with an alliance of chapter associations, ESA provides technical and management training, government advocacy and delivers information, advice, tools, and services that members use to grow their businesses and prosper. ESA may be reached at (888) 447-1689 or on the Web at .



  • Coordinate the "Call for Session Proposals" and speaker selection process by receiving and organizing session proposals and prepare for committee review and recommendations.
  • Research potential speakers and topics and make recommendations to Vice President of Training and Certification.
  •  Participate and take minutes during conference calls and meetings with advisory groups and prepare action items to distribute to participants.
  • Correspond with speakers including invitations, confirmations, schedules, contracts and related tasks and inquiries.
  • Collect and follow up with speakers to reconfirm commitment and secure outstanding materials such as speaker biographies, session titles and descriptions, disclosures, presentations, meeting room setup and AV needs.
  • Review and guide speakers on the creation of their session PowerPoint and ensure compliance with the event template.
  • Prepare reports on speaker information exceptions, meeting room set up needs, audiovisual needs, attendance tracking, and evaluation feedback.
  • Administer session evaluations and generate reports on outcomes.
  • Facilitate the collection of speaker presentations and ensure that all presentations are available on line post show.
  • Provide on-site support to conference speakers and ensure room set and needs are as requested.
  • Respond to general information inquiries and advises prospective speakers on selection process.



  • Associates Degree and 1-2 years of work experience in meetings or education department preferred, association experience a plus
  • A strong work ethic, enthusiasm for mastering all aspects of a conference program with excellent organizational skills
  • Proficient in written and verbal business communication, must be a strong communicator
  • Confident, articulate, and comfortable dealing with subject matter experts
  • Able to complete multiple tasks and think critically in a fast-paced environment while maintaining a high level of accuracy and attention to detail
  • Self-starter who is able to work independently and prioritize without direct supervision
  • Excellent customer service and interpersonal skills
  • Proficient in Microsoft Office Suite, particularly PowerPoint and Excel
  • Overtime and travel as required, varies by meeting and includes weekends


  • Non-profit and/or Association experience
  • Education and Training support experience