Conference Coordinator - Outshine

Specialist Medical & Scientific Conference Management

Are you an experienced conference professional who enjoys managing multiple moving parts, building strong relationships, and delivering exceptional events?

Outshine is seeking a Conference Coordinator to join our team. The nature of our conference business means we have times of enormous intensity, and times to take a breath, reflect, adjust and plan …. We are a small, close-knit team - flexibility is the key! As a small but passionate team, we prioritize collaboration, creativity, and excellence in everything we do. If you're looking for a dynamic work environment where your contributions truly make a difference, we want you on our team!

We are looking for someone who thrives in a fast-paced environment, enjoys juggling multiple projects, and has the confidence to work directly with clients, speakers, sponsors, exhibitors, delegates, and organising committees. As our conference management software platform is EventsAir, we are seeking an experienced user who can quickly become part of the team and confidently contribute from day one.

This role is 24 hours per week, worked across four days from our Cambridge office. Additional paid hours are available during peak event delivery periods and for on-site conference work.

Key Responsibilities

• Managing registrations, communications, reporting, and attendee databases
• Liaising with organising committees, delegates, speakers, sponsors, and exhibitors
• Developing conference websites, apps, and online event platforms using EventsAir
• Supporting abstract submissions and scientific programme management
• Assisting with sponsorship and exhibition programmes
• Managing venue and supplier relationships
• Creating and maintaining delegate communications

Apply here

• Supporting virtual and hybrid conference delivery
• Delivering onsite conference management and support

About You

• Previous conference, event management, association management, or project coordination experience
• Strong working knowledge of EventsAir, or similar event management platforms (such as Cvent, Swoogo)
• Excellent organisational and project coordination skills
• Ability to manage multiple projects and deadlines simultaneously
• Strong administration experience with exceptional attention to detail
• Excellent written and verbal communication skills
• Advanced Microsoft Office skills
• A proactive, solutions-focused approach with the ability to work both independently and as part of a collaborative team
• Confidence working with a range of stakeholders and clients
• Organised, adaptable, and comfortable juggling multiple projects, priorities, and deadlines while maintaining high accuracy
• Willing to travel as required to support the responsibilities of the role throughout Australasia

About Us

Outshine is a respected and established conference management company that delivers high-quality medical and scientific conferences throughout New Zealand, Australia, and the Pacific Islands. We are a supportive, experienced, and collaborative team managing a diverse portfolio of medical conferences with long-term relationships with loyal, repeat clients.