Conference Operations Specialist

The Conference Operations Specialist is a full-time role based in Cluj-Napoca. You will be responsible for managing the end-to-end operational aspects of academic conferences — from pre-conference planning and coordination to on-site execution, and post-conference wrap-up. Key responsibilities include overseeing logistics, vendor coordination, attendee support, and ensuring smooth delivery of all conference activities and post-conference management.

Job responsibilities:
Pre-conference preparation & on-site delivery: Independently manage pre-conference preparation and ensure smooth and seamless on-site execution, involving:

• Venue coordination: Oversee site selection, sourcing of accommodation, contract negotiation, and timely arrangement of catering and refreshments.
• Logistic coordination: Manage end-to-end logistical operations including procurement of required materials and transportation of conference-related items. Coordinate itineraries, accommodation, transfers, and other related arrangements.
• Event Setup: Ensure venue setup is completed on time and in full compliance with event specifications and requirements
• On-site event delivery: Oversee and execute all aspects of the on-site conference, ensuring smooth operation in alignment with the event agenda
• Participant experience management: and other customer service needs to ensure smooth and positive experience for all participants
• Problem-solving & Participant support: Effectively manage on-site emergencies and promptly resolve participant inquiries, concerns, and complaints if any
• Budget management: Oversee budget allocation to ensure optimal utilization of resources and identify opportunities for cost savings. Manage venue-related expense approvals with clear, standardized procedures to ensure cost control and compliance

Post-conference management: Independently oversee all post-conference tasks and processes to ensure thorough wrap-up, accurate reporting, and complete documentation.

• On-site venue teardown: Ensure all conference materials and setup equipment are removed and packed in an organized and timely manner
• Post-conference review: Participate in debrief sessions, analyze attendee feedback, and identify actionable insights to drive continuous improvement for future events
• Expenses and Invoice management: Responsible for the settlement of all conference-related expenses and payments efficiently, ensuring proper documentation of all invoices and financial records
• Document management: Ensure that all conference-related documents are properly organized and stored to ensure compliance and easy retrieval

Others

• Recognize work processes and/or outcomes that are negatively impacting the project; owns the issue and takes action to address deficiencies by identifying resolutions and notifying the appropriate manager.

Skills And Ability

• A bachelor's degree or above in any subject, preferably in Tourism & Hospitality, Hotel or Event management
• Experience in conference industry is preferred
• Highly adaptable and fast learner, with the ability to perform effectively in fast-paced, dynamic, and high-pressure environments
• Possess strong communication and coordination skills, with a passion for customer service and a proactive approach to understanding and meeting participants and stakeholders needs
• Strong problem-solving skills, with the ability to respond to emergencies promptly and effectively
• Proficient in Microsoft 365
• Excellent online call etiquette and written communication skills
• Proven ability to work well in a team but also initiative to work on your own
• Willing and able to travel internationally when required
• Experience in photography, video editing and hosting events is a plus

About MDPI
A pioneer in scholarly Open Access publishing, MDPI has supported academic communities since 1996. Our mission is to foster open scientific exchange in all forms, across all disciplines. We operate more than 300 diverse, peer-reviewed, Open Access journals supported by over 35,500 academic editors. We serve scholars from around the world to ensure the latest research is openly and broadly available.

MDPI is headquartered in Basel, Switzerland, with additional offices in Europe, Asia and North America (Canada). We are committed to ensuring that high quality research is made available as quickly as possible. We also support sustainability projects as key themes in many journals, as well as through the MDPI Sustainability Foundation.

MDPI Romania was opened in 2019 with a first office and headquarters in Cluj-Napoca. Its impressive growth has led to the inauguration of a second office, in Bucharest, in late 2020. With a growing team of over 400 young people, we're witnessing a continuous development both of our people and services.