Conference Operations Manager at Viticus Group

Paradise, Nevada, United States -

Full Time

Start Date

Immediate

Expiry Date

08 Sep, 26

Salary

82000.0

Posted On

10 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Conference Operations, Event Planning, Vendor Management, Budget Management, Onsite Event Execution, Project Management, Leadership, Stakeholder Collaboration, Contract Negotiation, Crisis Resolution, Microsoft Office Suite, Attendee Management, Logistics Coordination, Public Speaking, Time Management, Financial Tracking

Industry

Education Administration Programs

Description

Description About Viticus Group At Viticus Group, we are more than just an organization — we are a community of innovators, educators, and professionals dedicated to advancing science, medicine, and education. Based in Las Vegas, we provide hands-on continuing education courses, conferences, and training programs that connect experts from around the world with the latest advancements in research, technology, and practical application. Our mission is to bridge the gap between cutting-edge science and real-world practice, empowering professionals to take what they learn and apply it in meaningful ways that improve lives, industries, and communities. Are you someone who loves science, thrives on learning, and gets inspired by innovation? Join us as we teach and share the discoveries that drive progress — because at Viticus Group, education fuels innovation. JOB SUMMARY The Conference Operations Manager, reporting directly to the Sr. Director of Conference Operations, is responsible for overseeing the planning, coordination, and execution of event services for the Annual Conference and other major events held year-round. This role ensures seamless event operations, from logistics and vendor coordination to onsite management, delivering high-quality experiences that align with organizational standards and goals. The Conference Operations Manager collaborates with cross-functional teams and stakeholders to meet event objectives, manage budgets, and uphold the organization’s mission and vision through exceptional event delivery. EDUCATION, EXPERIENCE SKILLS & ABILITIES EDUCATION Bachelor’s degree in hospitality or a related field; or a combination of education and experience. Certified Meeting Professional Designation preferred. EXPERIENCE Minimum of 5 years of progressively responsible experience in conference operations, event planning, tradeshow management, or hospitality management. Previous experience managing large-scale conferences, meetings, and multi-day events required. Association or nonprofit event management experience strongly preferred. Demonstrated experience managing cross-functional projects, vendors, timelines, and event logistics simultaneously. Prior experience supervising staff, contractors, volunteers, or temporary event personnel preferred. Experience managing event budgets, contracts, and vendor negotiations preferred. Experience with onsite event execution, attendee management, and crisis/problem resolution strongly preferred. SKILLS & ABILITES Leadership & Collaboration Demonstrated ability to lead projects and coordinate across multiple departments and stakeholders. Ability to effectively supervise, motivate, and support staff, temporary personnel, vendors, and volunteers. Builds and maintains strong collaborative relationships internally and externally. Represents the organization professionally and positively with employees, board members, partners, vendors, and the public. Communication Skills Excellent verbal, written, and interpersonal communication skills. Ability to communicate clearly and professionally in both individual and group settings. Strong presentation and public-facing communication abilities. Skilled in responding effectively to questions, concerns, and changing priorities. Organization & Project Management Exceptional organizational, time management, and prioritization skills. Ability to manage multiple projects, deadlines, and operational details simultaneously. Strong attention to detail with a high level of accuracy in event logistics and documentation. Ability to work independently while managing competing priorities in a fast-paced environment. Technical & Administrative Skills Proficient in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint. Experience with event registration, housing, mobile app, or conference management platforms preferred (e.g., Cvent, Aventri, Cadmium, EventMobi, Expo Logic). Ability to learn and adapt to new systems and technologies. Problem Solving & Professionalism Strong judgment, decision-making, and problem-solving skills. Ability to remain calm, flexible, and solution-focused under pressure. Demonstrates adaptability, resourcefulness, and the ability to effectively manage changing priorities in a fast-paced event environment. Demonstrates professionalism, discretion, compassion, and integrity at all times. Ability to establish appropriate professional boundaries while fostering supportive working relationships. Mission & Culture Alignment Fully embraces and upholds the organization’s mission, vision, and values. Demonstrates commitment to exceptional customer service and organizational excellence. Availability to support events and operational needs throughout the calendar year, including evenings, weekends, and travel as needed. ESSENTIAL JOB DUTIES AND RESPONSIBILITIES Conference & Event Operations Oversee the planning, coordination, and execution of Annual Conferences in Vegas and Nashville and other organizational events held throughout the year. Manage event logistics including meeting space coordination, room sets, audiovisual needs, food and beverage functions, transportation, signage, security, and onsite operations. Maintain and ensure accuracy of all event operational documents, including Meeting Event Orders (MEOs), Banquet Event Orders (BEOs), event schedules, and related planning materials. Coordinate onsite event execution to ensure a high-quality attendee, partner, sponsor, and exhibitor experience. Serve as onsite liaison for event operations, safety, emergency communications, and issue resolution. Coordinate and manage temporary staffing agencies, event staff, security personnel, and other contracted vendors. Oversee event signage planning, production, placement, and sponsor fulfillment requirements. Support housing management processes, room block coordination, and attendee accommodations. Vendor & Partner Management Develop and maintain positive working relationships with vendors, venues, exhibitors, sponsors, and strategic partners. Coordinate sponsor operational deliverables and ensure all activation deadlines and event requirements are fulfilled. Research and recommend innovative event activation opportunities and attendee engagement ideas. Monitor vendor performance and ensure contractual obligations and service standards are met. Financial & Administrative Oversight Assist with development, monitoring, and adherence to event budgets. Track expenses, process invoices, and maintain accurate event-related financial records. Support affiliate meeting sales, invoicing, and related administrative processes. Maintain organized operational files, reports, and post-event documentation. Leadership & Team Support Collaborate cross-functionally with internal departments to support organizational goals and event success. Provide leadership and operational direction to temporary staff, volunteers, and assigned team members. Participate in post-event evaluations, debrief meetings, and continuous process improvement initiatives. WHY YOU WILL LOVE WORKING HERE What sets us apart, however, is not just our commitment to excellence in education but also our dedication to creating a workplace that values each team member. At Viticus Group, we foster a sense of belonging, tap into individual passions, and provide an enjoyable environment that encourages personal and professional growth. We believe in work-life balance and inject fun into our professional ethos through team outings, contests, and shared lunches. Joining Viticus Group means being part of a dynamic and supportive community where your contributions are not only recognized but celebrated. PERKS & BENEFITS Competitive & Transparent Salary – Know what you’re worth and be paid fairly for it. Comprehensive Benefits for Full-Time Employees – Medical, Dental, Vision, Short & Long-Term Disability, and Life Insurance are 100% employer-paid for eligible full-time team members. 401(k) with 3% Company Match (Full-Time Employees) – Invest in your future with our retirement savings plan. Supportive & Collaborative Work Culture – Be part of a mission-driven team that values connection, communication, and kindness. Ongoing Professional Development – From workshops to conferences, we support continuous learning and career growth (for eligible roles). Wellness Programs – Access wellness resources and incentives designed to support your mental and physical well-being. Employee Recognition & Appreciation Events – We celebrate wins—big and small—throughout the year! Unique Industry Impact – Make a meaningful difference in veterinary medicine and animal health. Work-Life Balance – We value your time with predictable scheduling and occasional flexibility based on role and business needs. Fun Workplace Culture – Holiday contests, team lunches, and just enough quirks to make work more enjoyabl Requirements PHYSICAL REQUIREMENTS Viticus Group is committed to principles of equal opportunities for all employees. The Company will provide reasonable accommodations that are necessary to comply with State and Federal disability discrimination laws. General Requirements Ability to sit, use hands and fingers, talk or hear, and smell continually. Ability to stand, walk, and reach frequently. Ability to climb or balance, stoop, kneel, or crouch occasionally. Lifting and Carrying Ability to frequently lift and carry up to 10 lbs. Ability to occasionally lift and carry up to 50 lbs. Vision and Hearing Close vision required to see computer monitors, read documents, and operate copy and fax machines. Distance vision is required to drive an automobile if driving is a requirement of the job. Work Environment Work environment is indoors and climate-controlled. Occasionally exposed to outdoor weather conditions. Moderate noise levels as found in a business office with computer printers, households with TVs and dishwashers, and driving in light traffic.

Responsibilities

Oversee the planning and execution of annual conferences and year-round events, managing all logistics from venue coordination to onsite operations. Coordinate with vendors, sponsors, and cross-functional teams to ensure high-quality attendee experiences and budget adherence.