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Assistant Conference Director

About the Role

As the Assistant Conference Director, you’ll play a vital role in the planning, coordination, and execution of the 2026 Nevus Outreach Conference and Reunion, scheduled for July 26-29, 2026, in Orlando, FL. While your primary focus will be on designing and implementing engaging children’s activities, you will also collaborate with the Conference Director and key team members to ensure the overall success of the event.


This role involves pre-conference event planning, hands-on execution during the conference, and post-event evaluation to continuously improve the attendee experience. You’ll work closely with the Conference Director, Director of Membership, and other volunteers to create a welcoming, safe, and memorable experience for attendees of all ages.


This is an opportunity to contribute to the mission of Nevus Outreach by fostering community connections and supporting individuals and families affected by congenital melanocytic nevi (CMN) and related conditions.


This is a part-time, temporary role beginning in April 2025 and continuing through August 2026, with variable hours and compensation as the conference approaches. The ideal candidate will bring strong organizational skills, creativity, and a commitment to supporting families in the Nevus community.



Roles & Responsibilities

Event Planning Pre-Conference (April 2025 – July 2026)

  • Primary Responsibility: Plan and coordinate all children’s activities for the conference.

    • Off-Site Activities/Field Trips: Research, vet, and select off-site options. Coordinate transportation, ticketing, food, and scheduling logistics.

    • On-Site Activities: Plan and organize activities such as game rooms and craft stations. Research daycare providers, work with vendors, and coordinate volunteer schedules.

    • Volunteer Management: Ensure background checks are completed for children’s activity volunteers and support the Volunteer Coordinator in recruitment and scheduling.

    • Monitor expenses and adhere to the established budget.

  • Conference Planning Support: Assist with the logistics and overall event planning.

    • Anticipate and plan for setup requirements and develop detailed event plans.

    • Support programming and scheduling development.

    • Collaborate with team members to create event marketing materials such as signage, agendas, and online content.

    • Work with vendors and suppliers to meet event needs, including food and beverage planning with dietary considerations.


Event Execution at Conference (July 2026)
  • Children’s Activities:

    • Oversee the implementation of off-site and on-site activities, ensuring all details are managed for a seamless experience.

    • Provide training and guidance to volunteers, and oversee daycare provider operations to maintain a safe and fun environment.

    • Troubleshoot real-time issues and ensure a high level of customer service for attendees.

  • Event Support: Provide assistance to Nevus Outreach staff to ensure a smooth overall conference experience.


Post-Event Evaluation (August 2026)
  • Gather feedback from attendees and volunteers.

  • Analyze event success and identify areas for improvement.


Who You Are


We value candidates who excel at collaboration and have a passion for creating impactful event experiences. Typically, people who succeed in this role demonstrate:

  • Strong organizational and planning skills.

  • Excellent communication and interpersonal abilities.

  • The ability to work independently and as part of a team.

  • Experience in event planning or project management (preferred).

  • Passion for raising awareness and supporting individuals with CMN, NCM, and related conditions.

  • Proficiency with Google Suite and Zoom; experience with Asana and Canva is a plus.


Requirements
  • Must be US-based and available for daytime meetings as needed.

  • Strongly Preferred: Previous attendance at one or more Nevus Outreach Conferences.

  • Commitment to attending the Staff and Board of Directors Retreat (September 25-28, 2025) and the 2026 Conference and Reunion (July 26-29, 2026).

  • Willingness to travel as required.


Commitment & Compensation
  • Timeline:

    • April–December 2025: ~5 hours per week at $400/month.

    • January–June 2026: ~10 hours per week at $800/month.

    • July 2026: 15+ hours per week at $2,500/month (12-16 hours/day during the conference).

    • August 2026: ~5 hours per week at $400/month.

  • Additional Benefits:

    • Complimentary registration for one attendee and hotel accommodations for required days in Orlando for both the 2025 Board Retreat and the 2026 Conference.

    • Reimbursement for one round-trip airfare for each required travel event.


This role offers a unique opportunity to contribute to the success of a life-changing event and to gain hands-on experience in event planning within a meaningful and supportive community.

Location:

Hybrid - Remote / On Location

Hours:

Variable

Type:

Contract

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