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Conference Associate

Portland, Oregon

Job Description:

What makes Gartner Conferences a GREAT fit for you? When you join Gartner, you'll be a part of a team that serves more than 75,000 business and technology leaders at 75+ global conferences each year. You’ll work with curious, motivated people, have unlimited growth opportunities, and learn about the latest in technology and business. Our Conferences team is growing in double digits and is positioned to exceed that growth in 2019 and beyond. If you enjoy challenging yourself, connecting with people and pushing the limits of your career, Gartner is the place for you.


Plans and manages all details related to the production of company events including but not limited to venue selection, hotel reservations, team travel, room setup, decorating, staging and audio visual, and catering. Creates and reviews the event logistics with on-site team prior to each assigned event. Directs the activities of venue, catering, and decorating to ensure each event is setup correctly and runs according to plan; can include staging and AV. Provides customer service and support to attendees, sponsors and team members to ensure a successful event experience. Performs administrative duties to support internal operations in the Evanta office.

Essential Functions/Major Responsibilities:

  • Plan and manage all aspects for events:
    • Manage all details communicated to venue contact. Serve as primary point of contact for onsite team and venue staff.
    • Catering
    • AV/Decorator
    • Room reservations
    • Sponsor information, graphics, and signage
    • Meetings
    • Onsite expectations such as shipping of materials and editing/routing of onsite material
    • Book travel and set travel plans
    • Room diagrams
    • Manage invoices, purchase orders, and facilitate payment of event related bills
  • Assist with venue search and selection 
  • Ability to provide onsite event support by supplementing for onsite registration, sponsor concierge or event operations when needed
  • Continuous improvement of processes related to event operations
  • Assist with the production of internal company events
  • Work on special projects for Leadership Team as needed


  • Bachelors degree preferred (not required)
  • Previous events experience preferred (not required)
  • 1 year of applicable work experience
  • Proficiency in the MS Office suite including Word, Excel and Power Point and database management software
  • Attention to detail
  • Excellent organizational skills with the ability to monitor/maintain/implement numerous projects simultaneously
  • Demonstrated written and verbal communication skills that reflect ability to convey complex issues on multiple topics for a range of audiences and purposes
  • Project management skills
  • Multi-tasking and the ability to manage multiple deadlines
  • Ability to manage, lead and develop team
  • Teamwork
  • Ability to build and maintain relationships with high degree of professionalism
  • Ability to work flexible hours to support evening/weekend/holiday event travel as needed
  • Office environment – 80%
  • Onsite execution – 20%
  • Ability to lift 30 pounds

Job Requisition ID:41852

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