Conference Manager

Join Aya Healthcare, winner of multiple Top Workplace awards! 

We are seeking a highly organized and detail-oriented Conference Manager to join our team and support the planning and execution of impactful conferences. In this role, you will help drive conference strategy and deliver best-in-class experiences that generate meaningful business value. From planning through on-site execution and post-event analysis, you will play a critical role in ensuring our conferences are engaging and results-driven. 

This role requires you to be in San Diego and requires travel (approximately 30%). 

Who We Are:   

We’re an $8+ billion, rapidly growing workforce solutions provider in the healthcare industry. We deliver tech-enabled services that help healthcare organizations meet and manage their contingent labor needs. We build and manage tech-enabled marketplaces for national and local healthcare talent and deliver contingent labor management solutions through our proprietary software platform. 

At Aya, we’re obsessed with creating exceptional experiences for our clients, clinicians, and employees. In fact, we put employee satisfaction above all else. Our team members are responsible for incomparable customer experience and we know that happy employees are critical to maintaining happy clients. We foster an entrepreneurial, high-energy, low-bureaucracy culture and value innovative thinking and creative problem solving. We embrace diversity in thought and backgrounds unified by a commitment to high achievement. When you join Aya, you’ll be surrounded by teammates who care about you as an individual and leaders who will help you grow both personally and professionally. 

Responsibilities:

• Strategic Conference Management 
  • Build and maintain strong relationships across Aya (Marketing, Sales, Recruitment, Executive teams) and with external partners and vendors 
  • Partner with stakeholders to support regional and national events, aligning on strategy, goals, staffing and follow-up 
  • Research and recommend conferences aligned with target accounts, verticals and ideal customer profiles 
  • Partner with marketing operations to deliver reporting and insights on event performance to stakeholders, including executive leadership 
  • Identify and secure speaking opportunities to elevate brand visibility and thought leadership 
  • Continuously enhance the conference experience to create high-impact, memorable brand interactions 
• End-to-End Conference Execution 
  • Manage conference timelines and deliverables while analyzing performance and driving ROI improvements 
  • Oversee logistics, including registration, vendor coordination, shipping, marketing materials, travel and attendee communication 
  • Ensure compliance with conference requirements and fulfillment of all event deliverables 
  • Own onsite execution, including booth setup and sponsorship activation 
  • Coordinate with vendors and internal teams to produce event materials (ads, graphics, videos) 
  • Manage shipments and inventory of conference materials and swag, including reorders 
  • Track event expenses, credits and refunds 
  • Ensure accurate capture and transfer of leads into CRM systems 

Required Qualifications: 

• Bachelor’s degree in marketing, communications or a related field. 
• 5+ years of conference, tradeshow or event management experience. 
• Exceptional attention to detail and organizational skills. 
• Strong verbal and written communication skills. 
• Strong project, time and budget management skills in a fast-paced, deadline-driven environment. 
• Ability to work both independently and collaboratively with minimal supervision. 
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). 
• Experience with tools such as ClickUp, Cvent, HubSpot, or similar platforms is a plus. 

What We Offer:  

• Free premium medical, dental, life and vision insurance
• Generous 401(k) match
• Aya also offers other benefits to those that are eligible and where required by applicable law, including reimbursements and discretionary bonuses.
• Aya provides paid sick leave in accordance with all applicable state, federal, and local laws. Aya’s general sick leave policy is that employees accrue one hour of paid sick leave for every 30 hours worked. However, to the extent any provisions of the statement above conflict with any applicable paid sick leave laws, the applicable paid sick leave laws are controlling.
• Celebrations! We hit our goals and reward ourselves.
• Company-sponsored virtual events, happy hours and team-building activities are always on the horizon — plus, you get a special treat on your birthday!
• Unlimited DTO — we believe in time off!
• Virtual yoga, meditation or boot camp classes offered daily. 

Compensation: Aya reasonably anticipates the pay scale for this position to be $90,000 to $110,000 annually.       

The pay scale for this position may vary if applicant possesses experience outside of what Aya reasonably anticipates for this position. Bonuses are subject to the role and your manager’s discretion. 

Aya is an Equal Opportunity Employer (EEO), including Disability / Vets, and welcomes all to apply. Please click here for our EEO policy.