Conference Manager - International Conference Services (ICS)

Company Description

A highly respected player at an international level, International Conference Services Ltd. (ICS), is a Professional Conference Organizer in business for over 45 years that works with national and international associations, and organizations, to host conferences, events, and tradeshows. Our work is very purposeful, and we are truly “connecting people to facilitate change in the world.” With over 80 staff members working remotely across North America, Europe, and Asia, we are truly an international team, and we leverage the strengths that our diversity brings.

Remote-First Work Environment

ICS employees work in a remote-first work environment. Our employees truly enjoy the flexibility that remote work brings, and we work hard as a company to stay connected through weekly all-hands meetings and annual in-person get-togethers. Remote work is an important part of our business strategy and will not change post-COVID.

The Culture

ICS operates in a true “team” environment - trust, support, and empowerment of each other are very important to our culture. We know that we work better as a team, and we regularly celebrate our collective accomplishments. We pride ourselves on being innovative, solutions-oriented and are able to think outside the box, which keeps us all learning and growing as professionals together. We care deeply about creating exceptional experiences for our clients and pride ourselves in our many long-term relationships we have cultivated.

Role Overview

The Project Manager is responsible for direct client management, team management and the overall profitability of the conferences which they organize whether in-person or virtual. From the beginning of a project to final reporting, this position requires that total client satisfaction is achieved as well as enhancing the professional image of International Conference Services. The Project Manager provides direction and implements all ICS company standards and required duties.

Key Tasks & Duties

• Handles overall administration and project management for each event and serves as the primary point of contact for the client
• Researches and organizes historical data for each event based on the sales brief and contract; participates in the sales handover
• Prepares the kick‑off meeting to establish client needs, define roles and responsibilities, and clarify client goals presented in the project launch
• In collaboration with Operations or Production Management:
• Conducts site visits and technical inspections or
• Identifies requirements and demos virtual platform options
• In collaboration with clients and in consultation with all departments involved, defines overall timelines for each event
• Establishes and maintains strong client relations, committees, and privileged contacts, advising clients based on experience, best practices, ethical standards, transparency, and ICS guidelines. Ensures the project team delivers to timelines in collaboration with:

○ Account Director: Advises on client satisfaction, scope creep, contract add‑ons, financial management, and team management

○ Marketing Manager: Advises on client marketing strategy and outreach campaign planning to expand event reach

○ Education Program Manager: Advises on program design and processes (abstracts and/or speaker management)

○ Sponsorship Sales Manager: Advises on sponsorship and exhibit strategy, influencing brochure options to expand project revenue and reach

○ Operations Manager: Advises on in‑person venue and supplier relations (procurement and negotiation), sponsorship/exhibitor fulfillment, and tradeshow management (including ICS markups where feasible). Plans proposals for social events aligned with event characteristics, budgets, scheduling, scripting, and protocol

○ Production Manager: Advises on virtual or hybrid production team needs and processes based on the chosen virtual platform

○ Attendee Experience Manager: Advises on virtual or hybrid attendee experience requirements

• Exhibits professionalism and leadership; ensures harmonious staff relations; addresses staff performance issues in accordance with ICS procedures. Monitors quality of client service across departments and implements improvements as needed
• Ensures strict and consistent financial management, including but not limited to:

○ Budget creation and control, with client approval

○ Currency fluctuation and taxation considerations

○ Consulting with clients on registration and social event fees

○ Risk monitoring and management

○ ICS Profit and Loss oversight

• Ensures proper management and execution of contracts and invoicing, including:

○ Contract fulfillment

○ Receivables invoice tracking and approval of ICS management fees

○ Payable invoice tracking and approval of supplier/partner fees

• Key performance indicators (KPI) reporting internally and to the client Drafts on-site schedule for ICS staff, temporary staff/volunteers, supplier meetings, and oversees management of on-site operations, including client relations and troubleshooting Compiles final report content from relevant departments, highlights lessons learned both for internal and external benefit, and interprets data with a view to issuing recommendations for future event iterations, ideally under ICS management
• Keeps current on trends in delegate experience and advises clients on potential innovations for their events

Supervisory Responsibilities (Assists in):

Is responsible for the overall direction, coordination, and evaluation of these units. Carries out supervisory responsibilities in accordance with ICS policies and applicable laws. Responsibilities include interviewing, training employees; planning, assigning, and directing work; evaluating performance; rewarding / disciplining employees; addressing complaints and resolving problems.

Note: Travel to in-person conferences, both domestic and international may be required

You must also be familiar and have worked with the following tools:

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Willingness to learn new software systems as required

The Benefits of Working at ICS

• Our employees work remotely on a permanent basis.
• As an employee you are provided all hardware including company laptop, monitor, headset, mouse, keyboard, and internet-based phone.
• In addition to salary, we offer a monthly work from home allowance to help cover the cost of your home internet and home office expenses.
• In addition to vacation time, employees receive a paid day off on their birthday each year.
• An excellent benefits package including Extended Health Coverage, Dental
• Fun in-person employee get togethers each year.
• ICS prides itself in providing career development opportunities.

Salary range is 58 - 65K CAD

Visit our website to find our more information: icsevents.com