Conference Allocation Specialist - Contract

Contract | Remote

Availability: Mid July through September 2026

Hours will vary depending on events - ranging from 20-40 hours per week.

Our client is seeking a highly experienced Conference Allocation Specialist to support large-scale financial services conferences, specifically focused on managing 1x1 investor meeting allocations. This is a niche, high-impact role requiring deep expertise in allocation strategy, stakeholder management, and complex scheduling within high-profile, fast-paced environments. 

This opportunity is ideal for candidates with direct Corporate Access experience or seasoned professionals with advanced backgrounds in meeting allocation, event operations, or project management within corporate finance or similar industries.  

Why You’ll Love This Role:

The ideal candidate will love this role for its blend of strategy, precision, and high-impact execution. It offers the opportunity to own a critical function that directly shapes the success of high-profile financial conferences, while collaborating with senior stakeholders and solving complex allocation challenges. For those who thrive in fast-paced environments and enjoy delivering flawless, strategic outcomes, this role is both engaging and highly rewarding.

What You’ll Do:

As a Conference Allocation Specialist, you will support:

• Own the end-to-end allocation strategy and execution of 1x1 investor meetings for large-scale conferences. 

• Partner with Corporate Access teams, bankers, and senior stakeholders to optimize meeting schedules and outcomes. 

• Serve as the subject matter expert on allocation processes, systems, and best practices. 

• Manage and optimize complex, high-volume scheduling workflows with precision and efficiency. 

• Provide strategic input to improve allocation methodologies and overall conference effectiveness. 

• Collaborate closely with event planning teams to ensure seamless integration between allocation and event logistics. 

• Proactively identify and resolve scheduling conflicts, ensuring minimal disruption during peak periods. 

• Ensure accuracy, consistency, and integrity of all allocation data and reporting. 

• Communicate confidently with senior stakeholders, providing updates, recommendations, and solutions. 

• Support post-event analysis, offering insights to enhance future conference performance. 

• Adapt quickly to shifting priorities, demonstrating strong judgment in high-pressure situations. 

Qualifications

• Proven ability to manage 1x1 meeting allocations or complex scheduling 

• Background in event operations, project management, or financial services 

• Strong organization and attention to detail 

• Comfortable working with senior stakeholders 

• Ability to handle fast-paced, high-pressure environments 

• Proficiency with event tech or scheduling tools 

• Strong problem-solving and communication skills 

Hiring Process

1

Share Your Interest in the Position
Click the form link below to get started. If you are not yet a member of our free Soundings Thrive talent community, you will be asked to join and fill out your profile for consideration.

Form

2

Complete Your Soundings Thrive Profile
All candidates must have a completed Soundings Thrive Profile. This allows us to evaluate the key skills required for this role (and you’ll be able to get alerted for any additional positions!)

3

Receive an Update from Soundings
Our team will review your information and let you know your status.

4

If You Move Forward
Next steps may include a skills-based interview with Soundings, interviews with the client, and reference checks.

5

Job Offer
Final candidates will receive a formal offer directly from the client. 

FT Contract Meeting & Event Planner - Maternity Leave Coverage

Full-Time | Contract | Hybrid - NYC or Washington DC Based
Availability: Mid May - Mid November, 2026

Our client is seeking an experienced Meeting & Event Planner to provide maternity leave coverage and lead the execution of corporate meetings and events from planning through on-site delivery. This role requires a highly organized, detail oriented professional who can manage multiple programs simultaneously while delivering polished, high-quality experiences. 

This individual will step in as a fully integrated member of the events team, taking ownership of assigned programs and partnering closely with internal stakeholders. In addition to full-cycle event management, this role will also support high-volume venue and restaurant sourcing, helping streamline one of the most time-intensive parts of the planning process. 

Why You’ll Love This Role:

This role offers a unique opportunity to step into a highly visible, high-impact position where your expertise will be trusted and valued from day one. You’ll have the chance to design and execute premium, memorable experiences for sophisticated audiences, working with a team that appreciates quality, precision, and creativity. If you thrive in fast-paced environments, enjoy balancing multiple complex projects, and take pride in delivering exceptional events that leave a lasting impression, this role will be both energizing and rewarding. Additionally, the exposure to high-end venues, elevated experiences, and strategic stakeholders provides an opportunity to further refine your craft and expand your portfolio at an elite level.

What You’ll Do:

As the Meeitng & Event Planner you will help support: 

Program Management & Execution  

• Serve as the lead project manager for assigned events, overseeing full lifecycle execution from planning through post-event reconciliation  

• Manage events from intake through execution, including stakeholder alignment, logistics, and follow-up  

• Develop and maintain detailed timelines, run-of-show documents, and organized event files  

• Lead on-site execution, managing registration, vendors, and real-time troubleshooting 

Venue & Restaurant Sourcing  

• Research venues and restaurants based on event requirements, location, and audience 

• Conduct outreach, gather proposals, confirm availability, and evaluate options  

• Compile organized, client-ready recommendations (presentations or summaries)  

• Partner with internal stakeholders to align on preferences and requirements  

• Hand off confirmed sourcing details to planning team for execution 

Budget & Financial Management  

• Build and manage event budgets, track expenses, and oversee deposits and payments 

• Process invoices and complete post-event reconciliation 

Logistics & Operations  

• Manage invitations, RSVP tracking, room blocks, transportation, seating, shipping, signage, décor, and food & beverage  

• Coordinate AV production, staging, rehearsals, and technical requirements  

• Oversee vendor coordination and ensure seamless execution across all touchpoints  

Stakeholder Communication  

• Partner with internal stakeholders to define event objectives and provide regular updates  

• Coordinate speakers, materials, and event deliverables  

• Ensure clear, proactive communication across all parties involved 

Qualifications:

• 5+ years of experience managing corporate meetings and events end-to-end

• Strong experience with venue sourcing, contract negotiation, and budget management  

• Proven ability to manage multiple concurrent projects in fast-paced environments

• Experience coordinating AV, vendors, and high-touch event logistics

• Strong organizational skills with exceptional attention to detail

• Excellent communication and stakeholder management abilities

• Proficiency in Microsoft Office; CRM experience preferred

• Ability to travel as needed for event execution
  

Ideal Profile

• Highly organized with strong ownership and follow-through

• Calm and solutions-oriented under pressure

• Experienced in high-touch, client-facing or executive-level events

• Strong sourcing instincts with knowledge of venues and restaurants

Hiring Process

1

Share Your Interest in the Position
Click the form link below to get started. If you are not yet a member of our free Soundings Thrive talent community, you will be asked to join and fill out your profile for consideration.

Form

2

Complete Your Soundings Thrive Profile
All candidates must have a completed Soundings Thrive Profile. This allows us to evaluate the key skills required for this role (and you’ll be able to get alerted for any additional positions!)

3

Receive an Update from Soundings
Our team will review your information and let you know your status.

4

If You Move Forward
Next steps may include a skills-based interview with Soundings, interviews with the client, and reference checks.

5

Job Offer
Final candidates will receive a formal offer directly from the client. 

We are committed to providing a transparent, timely, and respectful candidate experience from start to finish.