Communications & Conference Specialist

Responsibilities

• Coordinate Rincon's participation in industry conferences, trade shows, professional association meetings, and external industry forums.
• Manage conference calendars, registrations, sponsorships, exhibitor requirements, vendor coordination, shipping, and associated logistics.
• Maintain and manage Rincon’s conference materials and inventory, including booth displays, signage, promotional giveaways, and other branded assets, coordinating warehouse storage, organization, and replenishment to ensure materials are ready for use.
• Work with Marketing and business leaders to understand conference objectives, target audiences, and opportunities to strengthen Rincon's market presence.
• Coordinate the development of conference materials, including presentations, exhibits, signage, brochures, digital assets, and branded promotional items.
• Partner with the Design team to ensure conference materials are visually consistent, accurate, and aligned with Rincon's brand standards.
• Support pre-conference promotion, including social media, speaker announcements, and other communications that increase Rincon's visibility and engagement.
• Coordinate post-conference communications, content development, and follow-up activities to extend the value of Rincon's participation.
• Maintain centralized conference planning resources, participation records, budgets, and schedules.
• Identify opportunities to improve conference coordination, streamline processes, and create a more consistent and effective brand experience.

Requirements

• Bachelor's degree in communications, marketing, public relations, journalism, or a related field, or equivalent professional experience.
• Approximately 2–4 years of professional experience in communications, marketing, conference coordination, or a related discipline.
• Strong organizational and project coordination skills, with the ability to manage multiple assignments, stakeholders, and deadlines.
• Excellent written and verbal communication skills, including strong attention to grammar, clarity, and tone.
• Experience supporting conferences, marketing campaigns, communications projects, or other initiatives involving multiple stakeholders and deliverables.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Strong attention to detail, resourcefulness, and a proactive approach to problem-solving.
• Ability to work independently on assigned projects while collaborating effectively with colleagues across departments and levels of the organization.
• Strong interpersonal skills and a commitment to delivering high-quality work in a collaborative, deadline-driven environment.
• Willingness to travel occasionally to support conference participation and other business needs.

Preferred

• Experience coordinating industry conferences, trade shows, sponsorships, or professional association activities.
• Familiarity with social media platforms, content management systems, and digital communications tools.
• Experience with Canva, Adobe Creative Cloud, or similar creative applications.
• Experience coordinating with external vendors, printers, promotional merchandise providers, or conference organizers.
• Familiarity with SharePoint, Microsoft Teams, and other collaborative project management platforms.
• Experience in professional services, consulting, environmental services, architecture, engineering, or a related industry.
• Experience developing or coordinating branded marketing materials and promotional campaigns.

Benefits

• We offer a comprehensive Total Rewards Package designed to support employee well-being, growth, and financial security. Our benefits are designed to offer flexibility and choice, including health coverage options, employer-sponsored insurance, retirement benefits, generous time off, and programs that support learning, growth, and community engagement.