Job Summary
We are seeking an energetic and detail-oriented Conference Specialist to work with our Conference Coordinator and Conference Chair to plan and host the Montana Psychiatry Conference, which will take place in Helena on Saturday, 11/14/2026 (this annual conference is held each fall in November).

The Montana Psychiatry Conference is the premier educational event for Montana psychiatrists, psychiatric nurse practitioners, and psychiatric physician assistants. The conference addresses some of the most pressing challenges faced by mental health providers in the region. You can learn more about the event at: https://montanapsychiatryconference.org/.

The professional role of Conference Specialist involves a variety of tasks and functions, from calling and emailing individual attendees, sponsors, and exhibitors to sending out mail and email campaigns to updating registrations and websites. The Conference Specialist role has flexible hours (5-10 hours per week; hours worked will increase on the conference weekend). The Conference Specialist is expected to be available in person at the conference venue in Helena on Friday, 11/13/26, and Saturday, 11/14/26.

Experience

Previous experience hosting events or working at conferences is not necessary. Successful candidates for this position will need:

• Proficiency in using computers and software.
• Comfort in updating websites (straightforward drag-and-drop, point-and-click).
• Strong writing skills, especially in email communications.
• Responsiveness in meeting deadlines.
• Openness to learning new skills and adaptiveness to constructive feedback.
• Confidence in making phone calls.
• An ability to work independently once you understand the tasks and processes of your role on the team.

Duties

• Responding to emails and phone calls from attendees, speakers, exhibitors, sponsors, volunteers, and event venue staff.
• Scheduling administrative/planning meetings.
• Taking notes at meetings that you are able to join.
• Assisting in mailing, emailing, and calling campaigns.
• Updating registrations, databases, and websites.
• Coordinating aspects of event setup, including catering arrangements, banquet services, audio-visual equipment, and décor to create inviting atmospheres.
• Overseeing on-site operations during events, providing exceptional guest services, and resolving any issues promptly to guarantee satisfaction.
• Building strong relationships with clients by providing clear communication, professional guidance, and personalized service throughout the planning process.

Please let us know if you think this position would be a good fit with your interests, experiences, abilities, and career goals. We value proactive professionals who excel at organizing memorable gatherings that foster connections and vibrant experiences.

Pay: $20.25 - $21.25 per hour

Work Location: In person