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Assistant Project Manager

About Conference Catalysts, LLC

As a leader in event and operation management market for more than 12 years, we have built an impeccable reputation for providing superior event and operation management solutions and service to our clients. At the heart of that success is a commitment to excellence, and that starts with our talented team of creative professionals. Listening to clients, treating them as partners, and providing exceptional service at fair and reasonable prices is core to building the long-term relationships we desire to have with the individuals and organizations we have the pleasure of working with. Through that approach, we guarantee incomparable support for each of them.

Reports To

The Assistant Project Manager reports to the Director of Association Management Operations Unit.

Job Overview

Conference Catalysts, LLC is seeking a full-time employee for the position of Assistant Project Manager. The Assistant Project Manager will be responsible for assisting in a wide variety of activities related to all aspects of serving our Association clients including, but not limited to:

Assistant Project Management Support

  • Assist in managing and overseeing day-to-day operations of client associations
  • Assist in liaising with corporate and other outside organizations
  • Create, maintain, and manage client website content
  • Assist Unit Members to prepare and mail marketing and membership materials
  • Ensure client records are maintained in a well-organized, easily accessible manner
  • Develop and collaborate with clients on messaging for various marketing materials
  • Assist to provide event management support to client-sponsored events
  • Assist to manage client award procedures
  • Assist Unit Members by coordinating social media platforms for supported programs, social media platforms include Facebook, Twitter, and LinkedIn
  • Collaborate with internal Unit to define best practices, procedures and management plans for client approach
  • Other duties as indicated by clients and Association Management Unit Director
  • Produce detailed projects for events (e.g. timelines, venues, suppliers, legal obligations, and budgets)

​​Coordination of Client Meetings

  • Assist in the preparation and submission of RFP’s for client meetings
  • Assist with managing the contracting procedure for client meetings within legal bounds of parent organizations
  • Assist to coordinate venue management, caterers, exhibit designers, contractors, and equipment hires
  • Assist to plan menus and order food & beverage for event functions
  • Coordinate suppliers, handle client queries and troubleshoot on the day of the event to ensure that all runs smoothly
  • Determine audio/visual needs and room layouts for client meetings
  • Assist in the preparation of meeting agendas
  • Assist in research and planning of coordinated social functions


  • Bachelor’s Degree
  • Ability to thrive in a fast-paced, quickly moving environment with an optimistic approach to work and life
  • Must possess critical thinking skills. Ability to establish goals and priorities independently while working within the goals and objectives defined by Conference Catalysts and the Unit
  • Strong analytical, oral and written communication and interpersonal skills
  • Ability to work quickly and accurately
  • Impeccable attention to detail
  • Ability to independently manage multiple projects at once while meeting respective deadlines
  • Displays superior self-motivation, effort to exceed expectations, and integrity
  • Solutions oriented
  • Must be able to work in a team environment while remaining self-motivated and flexible
  • A desire to launch a career with Conference Catalysts
  • Commitment to Gainesville-area
  • Highly skilled in MS Office Suite and Adobe Acrobat