Conference Associate Jobs in Moorestown, NJ (NOW HIRING)

The Senior Associate, Recruiting Events + Conference Programs will help Marketing support the firm's talent attraction efforts by coordinating recruiting-related conferences, events, networking programs, and other talent-facing activations. This person will work closely with the Talent Brand + Recruitment Marketing, AMER Lead to support the planning and execution of priority recruiting events and conferences. The role will manage the details that make these programs run well, including event logistics, onsite coordination, hotel and travel support, schedules, expenses, vendor coordination, materials, timelines, and post-event follow-up.

The goal is to ensure recruiting events and conferences are well organized, on brand, operationally strong, and connected to broader employer brand and recruitment marketing priorities. This role will also partner with Recruiting and the Recruitment Strategy teams where event support overlaps with campus programs, intern events, office visits, or other candidate-facing experiences.

This role will begin as a one-year fixed-term agreement. At the end of the term, both the employer and employee will have the opportunity to evaluate the engagement, including business need, performance, and the longer-term structure of the Talent Brand + Recruitment Marketing function.

• Support the planning and execution of recruiting-related conferences, networking events, receptions, dinners, sponsorship activations, candidate meetups, and other talent-facing events.
• Partner with the Talent Brand + Recruitment Marketing, AMER Lead to understand event goals, target audiences, timelines, budgets, and required support.
• Coordinate event needs across Marketing, Recruiting, business stakeholders, vendors, venues, hotels, agencies, speakers, and internal attendees.
• Support events connected to major conferences, sponsorships, recruiting campaigns, and priority talent audiences.
• Partner with the Campus Strats team where recruiting events intersect with campus programs, intern events, office visits, or other candidate-facing experiences.
• Help translate recruiting and employer brand priorities into well-run events that reflect Susquehanna's culture and candidate value proposition.

• Manage core event logistics, including venue research, hotel blocks, rooming lists, catering, AV, transportation, staffing plans, signage, materials, registration, shipping, swag, and onsite needs.
• Create and manage event timelines, planning documents, run-of-show materials, checklists, budgets, schedule trackers, staffing schedules, and post-event recaps.
• Support onsite execution at conferences and events, including setup, vendor coordination, materials, registration, attendee flow, speaker or recruiter schedules, troubleshooting, and day-of coordination.
• Coordinate schedules for recruiters, speakers, business representatives, candidates, and internal attendees, including meeting blocks, conference agendas, side events, dinners, travel windows, and onsite responsibilities.
• Help ensure all employee attendees participants have the information they need before arriving onsite, including schedules, locations, contacts, materials, talking points, and logistical details.
• Support post-event follow-up by helping gather attendance, feedback, learnings, next steps, and recommendations for future conferences, sponsorships, and events.

• Coordinate hotel bookings and room blocks for candidates, employees, speakers, recruiters, or event attendees as needed.
• Manage rooming lists, arrival and departure details, hotel deadlines, attendee changes, special requests, and coordination with hotels or travel partners.
• Track event-related expenses, invoices, vendor payments, reimbursements, and budget updates in partnership with Marketing, Recruiting, Finance, Procurement, Travel or other internal teams as needed.
• Maintain clear documentation for budgets, expenses, approvals, contracts, purchase orders, and post-event reconciliation.
• Flag budget risks, late expenses, vendor issues, scheduling conflicts, or approval needs early so events stay on track.
• Work closely with the Global Head of Travel to ensure visibility of vendor negotiations and contracts.

• Partner with Talent Brand + Recruitment Marketing to ensure events align with broader recruiting campaigns, employer brand messaging, and candidate engagement goals.
• Help create thoughtful, polished candidate experiences before, during, and after events.
• Coordinate with Creative and Content on event materials, invitations, signage, presentations, social content, follow-up materials, and branded merchandise.
• Ensure event experiences are consistent, high-quality, and appropriate for different candidate audiences, including students, interns, experienced hires, technical candidates, and priority schools or programs.
• Identify opportunities to improve the candidate experience across recurring events and conferences.

• Work closely with Recruiting, Talent Brand, Creative, Content, Digital, Communications, business stakeholders, regional teams, agencies, vendors, and external partners.
• Serve as a central point of coordination for event-related details across multiple teams.
• Help manage competing requests and flag risks, timeline issues, budget concerns, scheduling conflicts, or decision points early.
• Build strong relationships with recruiters and business partners to understand what support is needed and how events can better support hiring goals.

• Build and maintain event planning templates, checklists, timelines, vendor lists, budget trackers, schedule trackers, expense trackers, and post-event recap formats.
• Track event attendance, candidate engagement, recruiter feedback, costs, follow-up actions, onsite learnings, and lessons learned.
• Partner with Recruiting and Talent Brand to understand which events are driving value and where the experience can improve.
• Help shift event support from one-off execution to a more organized, repeatable operating model.

• 4-7+ years of experience in event planning, recruiting events, conference coordination, campus recruiting events, employer brand activations, or experiential marketing.
• Strong project management and logistics skills, with the ability to manage multiple events, schedules, stakeholders, vendors, and deadlines at once.
• Experience coordinating hotels, venues, catering, AV, transportation, registration, materials, swag, schedules, expenses, and onsite event execution.
• Comfortable working across global internal teams, recruiters, business stakeholders, vendors, agencies, and external partners.
• Strong attention to detail and ability to manage complex logistics without losing sight of the broader candidate and employee experience.
• Clear communicator who can create event briefs, timelines, run-of-show documents, schedule trackers, planning trackers, expense trackers, and post-event recaps.
• Able to operate in a fast-moving environment with shifting priorities and tight timelines.
• Strong judgment, professionalism, discretion, and a service-oriented approach.
• Experience in financial services technology, professional services, campus recruiting, or another competitive talent environment is a plus.